Leewood Homeowners Association

Board Meeting

August 14, 2007

Minutes

Attendance:
Present:
Janet Rourke – President
Bob Chilakamarri – Vice President
Rose Weber – Secretary
Mohammed Umar - Treasurer
Al Sanford – Chair, Grounds and Maintenance
Ann Bailey – Homeowner Accounts
Bob Flynn – Homeowner
Al Carchedi - Homeowner

Convening: Meeting was called to order at 7:35 p.m. Meeting was held in the Phillips School Library.

Minutes: A motion was made to approve the minutes of the July 10, 2007 regularly scheduled meeting. The motion was carried and the minutes were approved as written; signed and accepted for the record.

Open Forum: There were no issues presented for open forum discussion.

Executive Session: The Board entered into an Executive Session at 7:38 p.m. to discuss a legal matter and to conduct ARC hearings. The Board reconvened in open session at 7:45 p.m.

Architectural Review Hearings: There were four scheduled hearings. One homeowner was present and was granted an extension of two weeks, at which time, if the violation is not corrected, penalties will be assessed effective September 1, 2007. The remaining three cases will be assessed penalties effective September 1, 2007. Motions were passed unanimously on all cases.

Officer & Committee Reports:
President: Leewood’s National Night Out get-together on August 7th was a success. 29 homeowners and residents braved the excessive heat to attend as did three local law enforcement officers. Thanks to everyone who participated. Financial Secretary will be working up a 2008 budget proposal so that the Board can begin to work the 2008 budget. There will be a Planning Commission meeting on 9/25 regarding the T-Mobile tower proposal. The President would like to see Leewood represented at this meeting. There has been growing concern in Fairfax over occupancy issues, specifically, private residences being used as boarding/flop houses for transients/indigents. There was an article in Quorum that discussed modifying by-laws, covenants etc. to impose restrictions in an attempt to minimize this. Several Leewood residents have concerns that this may be going on in Leewood and have suggested that we consider a by-law change to try and prevent this. After discussion it was determined that the Leewood by-laws will not be changed. Occupancy is a county issue and the best defense against the problem is to report suspected violations to the proper authorities. By-law changes aren’t effective if they can’t be enforced, and this is an issue that we, as an association, do not have legal authority to, nor are we capable of enforcing.
Secretary: generic business cards have been ordered for use by any board officer or volunteers acting on Leewood business. Cards will arrive in 10 business days. The Secretary continues to attempt to make effective contact with several utility companies who have caused damage to our grounds while working and who have failed to satisfactorily repair that damage after performing work.
At-large: Pricing research continues to determine if, in the future, it may be cost effective to replace the perimeter fence with something other than wood as there are now numerous other options that require less maintenance/more cost effective repair and maintenance. Pricing information has been requested from 3 different companies so that approximate costs can be included in the Reserve Study.
Architectural Review Committee (ARC): The following motions were made and approved regarding active ARC violations: Note: as the ARC Chair, The Board President, Janet Rourke does not vote on ARC hearing decisions or other ARC matters requiring approval of the Board.

Hearings: Notification of Hearing letters will be sent for alleged violations at the following properties: 7001 Bradwood Court; 7033 Bradwood Court; 7012 Leebrad Street; 7018 Leebrad Street; 7041 Leebrad Street; 5259 Leestone Court; 7012 Leestone Street; 7014 Leestone Street; 7016 Leestone Street; 7050 Leestone Street; 7052 Leestone Street; 7054 Leestone Street; 7056 Leestone Street; 7068 Leestone Street; 7078 Leestone Street; 7082 Leestone Street and 7083 Leestone Street.
Extensions: 14 requested extensions were granted for alleged violations at the following properties: 5262 Bradgen Court; 5267 Bradgen Court; 7020 Bradwood Court; 7030 Bradwood Court; 7038 Bradwood Court; 7036 Leebrad Street; 7038 Leebrad Street; 7058 Leebrad Street; 5262 Leestone Court; 7005 Leestone Street; 7015 Leestone Street; 7041 Leestone Street; 7044 Leestone Street and 7061 Leestone Street.
Hearings to be re-scheduled: None.
Second violation notices: Notices will be sent for alleged violations at the following properties: 5253 Bradgen Court and 5267 Leestone Court.

Grounds and Maintenance:
- The seven remaining fence posts have been reset. Estimates are being gathered regarding closing the gap in the perimeter fence at Bradwood Court. This work will not be done until clean-up of other completed fence work is complete.
- Further research is in progress with regard to options to solve the drainage problem behind lower Leestone and drainage work behind Leebrad Street still needs to be completed.
Homeowner Accounts: A report was presented to the Board; there are currently 41 accounts in arrears. Collection action has been initiated.
Financial Report: A balance sheet and budget report were provided. A motion was made and passed, based on the financial secretary’s recommendation, to approve the appointment of a new audit firm.
ARC Penalty Accounts: Five cases have been forwarded to the lawyers for collection action

Old Business:
Common Area Lighting: Installation of lights has begun. No completion date has been set.
Locking Mailboxes: Mailbox research and information gathering continues and will be presented to the community for homeowners information when complete.

New Business: In depth research of new business will be deferred until the Reserve Study has been finalized. Ideas regarding a new/additional entrance sign, street signs to defer cut-through traffic and benches in the common areas will be addressed as possible 2008 budget items when the 2008 budget discussions take place.

Adjournment: The Board adjourned at 8:45 pm.

Certified for the record:

___________________ _____________
Rose Weber, Secretary Date
LHOA