Leewood Homeowners Association

May 9, 2006 Board Meeting

Minutes

Board members present: Julie King Rose Weber Bob Chilakamarri Mohammad Umar

Other Attendees: Janet Rourke, Leona Taylor, Melinda Ford, Bob Flynn, Bob Nelson

The meeting was convened at 7:10 p.m. at the Phillips School.

The first order of business was to elect Board members to specific positions.

MOTION: Made and seconded to nominate Julie King as President of the LHOA. Nomination unanimously approved.

MOTION: Made and seconded to nominate Bob Chilakammari as Vice President.  Nomination unanimously approved.

MOTION: Made and seconded to nominate Rose Weber as Secretary.  Nomination unanimously approved.

MOTION: Made and seconded to nominate Mohammad Umar as Treasurer.  Nomination unanimously approved.

MOTION: To approve the April Board meeting minutes.  Minutes approved.

MOTION: To approve the minutes for the LHOA annual meeting.  Minutes approved with the caveat that the spelling of Bob Chilakamarri's name be corrected.

President's Report:  

The President reported on the status of various Board letters that had been approved at the previous Board meeting, including the property on Bradgen Court which requires extensive repairs.  The new Secretary will now be preparing letters advising homeowners when penalties have been assessed for ARC violations, when penalties have been forgiven, when the LHOA will undertake repairs on a property and bill the owner (self-help) and other Board letters.

Leona Taylor agreed to continue preparing hearing letters for Board signature.  The President will contact the handyman with regard to the house at 5253 Bradgen Court to complete previously authorized self-help on alleged violations and will work on contacting contractors to perform work on the alleged violations at 5288 Bradgen Court. 

The President will require the Grounds and Maintenance Committee Chair to attend Board meetings this year to keep the Board apprised of progress on G&M projects and to ensure that work is progressing or will request that the G&M Chair provide monthly reports to the Board on status of projects.

The President announced the formation of three committees: lighting, parking and a nominating committee.

The nominating committee will be represented by Bob Chilakamarri from the Board. An article (being written by the President) will be sent to both the website and the newsletter requesting volunteers from the community to fill out the remaining two required positions. 

The parking committee will be formed to review our current parking regulations and make recommendations for enhancing or clarifying them.  Chris Hiltz has already volunteered for the parking committee.  In this regard, parking tickets were handed out to all Board members to begin aggressively ticketing violators.

The lighting committee will be formed to undertake a study for proposed lighting which will include a survey of the community, proposals where lights should be located, consultation with Dominion Virginia Power on costs, impact on the neighborhood, design of lights, etc.  Volunteers are needed for this committee.

Articles are being prepared for the lighting and parking committee by the President to be included in the newsletter and on the website.

An article is being prepared on the subject of trash in Leewood.  The article will include information on disposal of large items, who can call AAA if large items are left on the street and the owner of the item is unknown, information of disposal of branches and other yard debris, advice on how to bag and dispose of trash properly so that it does not become scattered throughout Leewood by either animals or wind.

MOTION: To change the time of the monthly Board meeting.  The Board approved a change in time to 7:30 p.m.

There was a discussion of Resolution #5 and how the Board should handle complaints from residents on various items such as trash, dumping in the common area, illegal parking, etc.  It was decided that if a resident complains to the board but none of the board member have seen the event, the "complaining" resident must be willing to come to a hearing if the "offending" resident wants to exercise his right to Due Process under Resolution #5.  Who, what, when, where and if anyone approached the resident making the mistake and talked about the correct procedures. How to submit complaints to the board should be in writing dated and signed. The procedures about how to submit these complaints to the Board and how they will be handled will be outlined in an article to be written for the newsletter and website.

Handling of ARC complaints is already covered in the Leewood Design and Maintenance Standards.

MOTION: To reschedule hearing for alleged violations at 7008 Leestone Street to allow due process.  The Board approved rescheduling the hearing.  Homeowner will be advised of the new date.

The President thanks Dayna Roy and John Atsatt for preparing and distributing the new newsletter.  It looks great!

The President thanks Betty Lillard for her hard work preparing POA packages for the last several years and thanks Melinda Ford for taking on this task. Betty remains the mail person for Leewood.

The President thanks Barbara Rollings for her work on the LHOA Welcome Committee and wishes her the best in her new home.  Judy Sanford will be continuing this task.

Open Forum

Bob Nelson reminded the Board of the motion he made and that was seconded at the annual meeting to allow Board members and major committee chairs to have assessments forgiven during their service on the Board as an incentive for volunteers to join the LHOA.  Mr. Nelson requested that the Board be creative on this issue and not dismiss the motion out of hand.  The Board agreed to look into the proposal and get back to Mr. Nelson on the decision.

Bob Flynn discussed several problems including the perceived parking problems particularly on upper Leestone Street.  He also brought up problems with dumping in the common area, particularly of yard debris such as large piles of branches, the procedures for handling large items put out for trash pickup.  The Board will look into these issues and advise the community of procedures for handling these items.

Financial Report - Leona Taylor provided the Board with a balance sheet showing a snapshot of our finances as of April 30, 2006 as well as a budget sheet showing projections for the year.  The status of Leewood finances is good.

Report from Judy Currier - Judy's written report contained the website for the County to get street signs repaired.  There are several signs in Leewood that will be prepared shortly such as the leaning sign at the corner of Leebrad and Bradwood Court.

Judy recommended that the Board undertake a study on the cost of repairing our streets and the impact that would have on our reserves.  The cost has escalated due to the rising price of crude oil and other projects may be impacted if our reserves are depleted by the street paving that must be done.

There was also an outline of what the homeowner accounts database does: maintain homeowner accounts (and other assessments); input information to the ARC database; keep the Leewood roster; and, provide information for POA packets.

ARC Committee Report

The ARC Committee is now re-inspecting properties to ascertain whether previously cited violations have been corrected.  In this regard, the following motions were made:

MOTION: To issue a hearing letter to 7032 Bradwood Court for an alleged violation.  Issuance of hearing letter was approved.

MOTION: To issue Board violation letters for alleged violations at the following properties:5253 Bradgen Court, 5254 Bradgen Court, 5262 Bradgen Court, 5263 Bradgen Court, 5277 Bradgen Court, 5278 Bradgen Court, 5201 Bradwood St., 5203 Bradwood St., 7026 Bradwood Ct., 7028 Bradwood Ct., 7030 Bradwood Ct., 7032 Bradwood Ct., 7034 Bradwood Ct., 7038 Bradwood Ct., 7041 Bradwood Ct., 7001 Leebrad St., 7012 Leebrad St., 7015 Leebrad St., 7026 Leebrad St., 7036 Leebrad St., 7038 Leebrad St., 7062 Leebrad St., 7050 Leestone St., 7068 Leestone St., 7070 Leestone St., 7071 Leestone St., 7075 Leestone St., 7078 Leestone St., 7081 Leestone St., 7082 Leestone St.  The motion was approved.

MOTION: To assess penalties for ARC violations at the following properties: 7026 Bradwood Ct., 7037 Leebrad St.

Hearing held in absentia for alleged violation at 5259 Leestone Ct.
MOTION: Board determined property is in violation of Leewood standards and penalties will be charged in the amount of $10 per day beginning June 1, 2006.

Hearing held in absentia for alleged violation at 5267 Leestone Ct.
The owner had informed us that he had a contract that said the work would take longer than one month to complete, so we gave them a 6 week extension.
MOTION: Board determined property is in violation of Leewood standards and penalties will be charged in the amount of $10 per day beginning June 14, 2006.