Leewood Homeowners Association

April 10, 2007 Board Meeting

Minutes

Attendance:
Present:
Janet Rourke - President
Bob Chilakamarri – Vice President
Rose Weber – Secretary
Mohammed Umar - Treasurer
Melinda Ford – At Large
John Atsatt - Webmaster
Al Sanford – Chair, Grounds and Maintenance

Convening: Meeting was called to order at 7:36 pm. Meeting was held in the Phillips School Library.

Election of Officers: A motion was made to nominate Janet Rourke for the position of President of the Board, Bob Chilakamarri as Vice President, Rose Weber as Secretary, Mohammed Umar as Treasurer and Melinda Ford as the At Large member of the Board. The motion was seconded and unanimously passed. Board positions are now filled as stated above.

Minutes: A motion was made to approve the minutes of the February 15, 2007 regular meeting and the minutes of the March 13, 2007 Annual Meeting. The motion was carried and the minutes were approved as written; signed and accepted for the record.

Open Forum: Bob Flynn and Al Carchedi were present for Open Forum and expressed concerns about the Refurbishment (mulching; reseeding; new plantings), maintenance and upkeep of Leewood grounds. The disrepair of the Leewood perimeter fence was again discussed along with concern that the landscaping contractors may need to be observed while working in Leewood to ensure services are being performed as outlined in our contract. The possibility of approaching those in the community who are home during the day to perform this oversight was discussed and thought to be a good idea. A call for volunteers will be posted on the website.

Architectural Review Hearings: There were no scheduled ARC hearings. A motion was passed and carried to forgive penalties for violations at 5277 Bradgen Court. The violations have all been corrected.

Old Business:
Drainage: Grounds and Maintenance is currently working to settle on a start date for this project.
Common Area Lighting: The President did conduct a walk-through with Dominion Power. Discussed were: consideration of areas to be lit and placement so that we can get maximum light with least disturbance. Dominion will now draft a proposal and get back to us when it is ready.
Locking Mailboxes: Research and information gathering continues. The need for a mailbox “research” team was discussed and met favorably. This team will research further the types of mailboxes cost (to include installation) and all other nuances of this project. The team will draft a summary of their finding and recommendations to present to the Board. No due date was set. A request for volunteers will be posted on the website and the two gentlemen who volunteered for this at the Annual Meeting will be contacted. It was brought to the Boards attention that we have 5 new mailboxes in the current style that we can use to replace some that are in need. The Board Treasurer will check all mailboxes to determine which five existing mailboxes are in the worst shape and will therefore be replaced.

Committee Reports:
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: Hearing will be scheduled and notification letters sent for alleged violations at the following properties: 5258 Bradgen Court; 7001 Leebrad Street; 7083 Leestone Street;
Extensions: None.
Hearings to be re-scheduled: The pending hearing for alleged violations at 7050 Leestone Street has been rescheduled for the next regular meeting of the Board; notification letter will be sent.
Second violation notices: Second notice will be sent regarding violations at the following properties: 7025 Leebrad Street, 7037 Leebrad Street; 5259 Leestone Court; 7056 Leestone Street; 7082 Leestone Street.

Grounds and Maintenance: Clean-up day will be held on 14 April and will be posted on the website. Repair of the perimeter fence was discussed. The fence is in need of more extensive repair than Al Sanford can do. Estimates will be sought before further discussion can take place. One idea put forth was to consider something other than a wooden fence to mark the perimeter of Leewood. New products are available for residential communities and should be looked into for consideration at least. The numbers on the tops of the curbs was also discussed. The Board Secretary will research companies/methods and get estimates for this work which will include the removal of graffiti on the sidewalk on Leebrad Street.

Activity Report – Homeowner Accounts / Website: Report on current status of homeowner accounts was provided prior to the meeting but was not discussed.

Financial Report: A balance sheet and budget report were provided to the Board.

President’s Report: The President reported that an exemption was approved for yard debris; discussed clean-up day preparations and how clean-up day would be conducted; announced that the purchase of a digital camera could be postponed until exact costs were determined for pending projects; announced that the Leewood roster has been finalized-kudos to Julie King for her efforts. Additionally, generic business cards for Board members and volunteers can be ordered. The Board Secretary will accomplish this. Lastly, the POA representative will review the POA package with the financial secretary to ensure we are providing the most current and correct information.

New Business:

Leewood sales brochures: The Leewood sales brochure was discussed and the Board determined that it will not be reprinted but will be posted on the website only.
Leewood Lawyer: A motion was made, and unanimously passed, that Leewood terminate the services of the current attorney, James Mansfield. The President will send a letter informing Mr. Mansfield that his services will no longer be needed. A new attorney was suggested and the President will approach him to discuss the possibility of “fee-for-service” relationship. Once and if a suitable arrangement is made his name will be entered into the record as Leewood’s new attorney.
Website: Based on new and better technology, new software for the message board portion of the website was discussed. The webmaster presented numerous options based on his research and findings. After discussion, a motion was made and passed to purchase “Ikonboard” as our new message board software. All changes will be transparent to the user and will only affect the message board, not the website as a whole.

Several items of new business were put forth from the floor at the Annual Meeting. They were each discussed:

PODS: The suggestion of requiring a deposit for PODS to ensure they are removed in a timely manner was discussed and found to be a sound but impractical idea. Collecting a deposit would require advance notification of intended use, someone to manage the deposits and there would be no way to do this at all for people who were moving into Leewood.
Left turn lane from Backlick onto Leestone: This is an old issue that needs to be revived/revisited. The President will draft a letter to the county to do just that. Also included will be a request for gutter pan cleaning and the need to repave Bradwood Street.
Car registration: Car registration was suggested as away to control some of the parking issues in Leewood. This is another idea that is sound but impractical for our community primarily based on the fact that we are volunteer run as opposed to being run by a management company, which means in order to require car to be registered, we would need someone to administer and manage the program. Additionally, it would not alleviate the problem of people parking their cars in unreserved spaces. Hang-tags were also discussed, but pose the same basic problem – no way to administer, manage or enforce.
Street repair and paving cycle: It was suggested that the cycle be sped-up so that Leewood streets could be paved all at once. Again, as much as everyone would like to see all our streets fixed at once, the idea is not practical for financial reasons. The current cycle allows for areas of Leewood to be repaved in a cyclic, round-robin approach to minimize the cost. If the streets were all paved at once we would need to pay out a much larger sum every X amount of years as opposed to smaller sums over the same period.

Adjournment: The Board adjourned at 9:20pm.

Certified for the record:

___________________ _____________
Rose Weber, Secretary Date
LHOA