Leewood Homeowners Association

August 8, 2006 Board Meeting

Minutes

Attendance:
Present:
Julie King – President
Bob Chilakamarri – Vice President
Mohammed Umar – Treasurer
Rose Weber – Secretary

Janet Rourke – ARC Chair
Judy Currier – Homeowner Accounts/Web Page
Betty Lillard – Mail pick-up & Delivery

Convening: Meeting was called to order at 7:40 pm. Meeting was held in the Phillips School Teachers Conference Room.

Minutes: A motion was made to approve the minutes of the July 11, 2006 meeting. Motion was carried and the July 11, 2006 minutes were approved as written; signed and accepted for the record.

Open Forum: There were no open forum discussions.

Architectural Review Hearings:

At 7:43 pm it was moved that the Board adjourn to executive session in order to conduct eleven (11) scheduled ARC violations hearings. The motion was approved and the hearings were conducted. The Board reconvened in open session at 8:50 pm. Once in open session, the following motions were approved/announced with regard to the ARC hearings:

A 30 day extension was and granted, with penalties to be assessed effective 8 Sep 06 if the violation is not corrected at that time, for the following violation at 7074 Leestone Street: “paint rake board closest to 7076.” Homeowner was present for hearing and left immediately after.

A 45 day extension was granted, with penalties to be assessed effective 23 Sep 06 if the violation is not corrected at that time, for the following violation at 7014 Leebrad Street: “paint shutters.” Homeowner was present for hearing and left immediately after.

A 30 day extension was discussed at length and granted with penalties to be assessed effective 8 Sep 06 if the violations are not corrected at that time, for the following violations at 7088 Leestone Street: “paint kitchen door to match shutters” and “replace side of fence facing the woods and collapsed portion of rear fence.” Homeowner was present for hearing and left immediately after.

A 30 day extension was granted with penalties to be assessed effective 8 Sep 06 if the violation is not corrected at that time, for the following violation at 7062 Leebrad Street: “paint rear corner board and adjoining rake board closest to 7064.” Additionally, penalties will be assessed effective 1 Sep 06 if the following violation at the same address is not corrected (by removal) at that time “remove sun control device/tent from back yard.” Homeowner was present for hearing and left immediately after.

A 30 day extension was granted with penalties to be assessed effective 8 Sep 06 if the violation is not corrected at that time, for the following violation at 7035 Bradwood Court.: “scrape/paint windowsills.” Homeowner was present for hearing and left immediately after.

Hearings “in absentia” were held, and penalties assessed, effective 1 September 06, for violations at the following properties: 7037 Leebrad Street; 7043 Leebrad Street; 7031 Leestone Street; 7056 Leestone Street; 7071 Leestone Street and 7082 Leestone Street.

Architectural Review Committee (ARC)

The following motions were made and approved regarding active ARC violations:

Hearings will be scheduled and notification letters sent for alleged violations at the following properties: 5203 Bradwood Street; 7032 Bradwood Court; 5259 Leestone Court; 5265 Leestone Court; 7027 Leestone Street; 7055 Leestone Street and 7082 Leestone Street.

Penalty assessments will be delayed and a notification letter sent for violations at: 7001 Leebrad St.

Hearings to be re-scheduled: None.

Second violation notices were approved for alleged violations at: 5262 Leestone Court and 7041 Leestone Street.

President’s Report: The President researched the proposed building project at Immanuel Bible Church. The project proposes to add 70 more parking spaces to the church lot, and a second story to a school building. Let’s hope this does not affect Leewood as the Fairfax County waiver for the extra parking spaces indicates they are being added to accommodate the existing church population, not in anticipation of an enlarging population. There are no plans for traffic lights to be added on Backlick road. The President also had information regarding the proposal that will put a PNC bank at the corner of Braddock & Backlick Roads where the BP station currently sits. Again, the project is not expected to have any negative impact on Leewood. The bank will be closed on Sundays and in the evenings so traffic through that corner may in fact decrease.

The President presented a new towing contract and motioned that it be accepted and posted on the website. The motion was approved.

The “Tree & Trim” and “Gary E. Frazier’s Tree & Landscaping Service Company” were active this past month and removed/cleaned up most of the trees & debris that were a result of storm damage. They also pruned a number of trees. The President motioned that we approve the cost of this service. The motion was approved.

The President had two proposed trash contracts in hand and is currently negotiating a third. She proposed that the lawyer take a look at the contracts prior to any action by the Board. She also tasked the Board to review the contracts and raise any issues/objections and provide comments back to her by 15 Aug 06. She stressed the urgency of the need to negotiate an acceptable contract for trash removal as quickly as possible.

Financial Report: There was no financial report given.

Activity Report – Homeowner Accounts / Website: Judy Currier was present and gave the following report:

Homeowner Accounts: 18 accounts have a balance owed; of those, we have collected from 3 but have yet to receive the money from the attorney. Of the 15 remaining accounts, all have a balance of not more that the amount of one assessment period.

Penalty Accounts: There are currently 8 penalty accounts with balances of $40.00 each.

Message Board: The message board was active this month, most recently with dialog concerning the rash of car break-ins that occurred. There have been some new participants on the message board and dialog has been positive and constructive.

Announced but not discussed: A new version of message board software is being developed that will have more security features that include being able to “tag/flag” selected individuals so that their postings are either reviewed prior to posting and/or limited in number per 24 hour period. Judy is also developing a data base that will assist the Secretary with regard to accessing homeowner information.

Database: Judy is also developing a data base that will assist the Secretary with regard to accessing homeowner information.

Grounds and Maintenance: No report was given other than that portion of the President’s Report that relates to Grounds and Maintenance. However, it was brought to the Board’s attention by the homeowners that there are tree limbs that need to be pruned at 7088 Leestone Street. This problem was discussed and a motion was made and passed to have Al Sanford contact the lawn service and schedule a time for them to come and prune the tree as necessary.

New Business: Janet Rourke volunteered to fill the 5th, and currently vacant Board position. Concerns were raised that this may be a conflict of interest because Janet is the current ARC chair, but it was determined that as long as Janet did not vote on ARC hearing decisions there would be no conflict. Janet stated that she would recuse herself from ARC hearing decisions and a motion was made that Janet fill the remaining Board position. This motion passed unanimously.

Old Business: There was no old business discussed other than that already stated in these minutes.

Adjournment: The Board adjourned at 9:55 pm.

Certified for the record:

___________________ _____________
Rose Weber, Secretary Date
LHOA