Leewood Homeowners Association

Annual Meeting Minutes

June 14, 2016

Board Members Present:
Patricia Willingham-President

Janet Rourke-Vice president

Leona Taylor-Treasurer

Heather Pike-Secretary

Dayna Roy-At-Large

Guests:

Bob Flynn

Steven Greer

Sophia Brooks

Matt Brooks

Al Sanford

Convening: The meeting was called to order at 7:36 pm at the Phillip School, 7010 Braddock Road, Annandale, VA 22003.

Approval of the Minutes: May minutes were approved with edits submitted by Leona.

Open Forum: Bob Flynn proposed using Dominion Towing Company to replace our current company Henry Towing. He suggested the board to look at their website. Dominion will provide parking tags/permits and will come into the community throughout the day to look for violations. The board can set restrictions for towing and schedule when they come into the neighborhood. The board agreed to discuss Dominion Towing once they have visited the website.

Officers Reports/Updates:
President- Pat received notice from American Disposal that they will only pick up yard waste in labeled paper bags starting March 1^st, 2017 This change will need to go into the newsletter and other announcements to owners & residents.

Professional Grounds applied weed control and fertilizer for the 2nd application last week. Pat did a walk through with Professional Grounds and Al Sanford. They looked at trees for pruning, and she received a proposal from Professional Grounds which was forwarded to all board members for review. Wood is available from the fallen tree that was cut behind Leestone Street. Homeowners interested can take the wood which will reduce any removal costs to the association. Pat said the board did receive the insurance claim of $10,000 dollars for the tree damage that occurred in the Leestone Street woods.

Vice President- Janet discussed a question the lawyer had concerning the collection process. She asked how we wanted to proceed. Ultimately do we want to continue our same process or change it? The discussion will be tabled until board members receive the prior board documents on the collection policy and review the prior board resolutions and HOA documents to make an informed decision.

The Board ratified the contract to repair the fence required by the fallen tree behind Leestone Street.

Secretary- No report

Homeowner Accounts - Maggie provided the Board with the report on assessment balances.

Treasurer- Leona had not heard from Schwab regarding submission of signature documents. No other board members had been contacted; therefore, it is assumed that we can begin to deposit funds into the account again and also execute trades. LHOA had a large CD mature, and Leona advised the board that the proceeds should be invested. Also, Leona indicated that the Vanguard equity investment is one-third of our reserve balance. Leona suggested we sell some of the Vanguard investment and reinvest the proceeds into fixed income securities. One of the board members (other than Leona) will need to call Schwab to execute any trades.

Leona contacted Capital One for the paperwork to update the account signers. Capital One provided one form but requires a current authorized signer to call for another required form. Pat will call Capital One.

Leona was not able to prepare the monthly financial statements prior to the meeting. She will prepare and post the financial statements to the website. Based on the activity for the past month, Leona reported that we will remain on budget.

Dayna asked Leona about an outstanding check. Leona said it had been taken care of.

At-Large- Dayna and Pat went to the bank so she can now sign checks.

Dayna discussed National Night Out and asked Steven Greer to help with the planning and logistics. She asked him to help with the directory as well. Steven agreed to help the board with both requests.

Committee Reports:
ARC:
The second letters for ARC are due; twenty-five letters are due to homeowners. Dayna will get a report of the violations to the board for approval of the second letters.

Al Sanford has composite material for rake boards available for other homeowners to use.  Dayna will take a picture of it, and Al Sanford will write a paragraph to put into the July newsletter.

GM:
Pat did walk-throughs with two companies bidding on our Grounds and Maintenance RFP. She gave a full report on what was discussed on the walk-throughs to the board. Pats proposed that once the board looks at all proposals that we have 2 or 3 companies come to a board meeting to present.

Regarding the proposal received for tree removal from Professional Grounds- Bob Flynn suggested we get trees cut back from street lights. Janet indicated that the trees behind Bradwood Court and Braddock Mews need grooming. Also stumps need to be addressed. A bush by the mailbox on Leebrad Street needs to be trimmed back. Pat will have Professional Grounds look at these items as well and get an updated proposal.

Pat noted she asked Allison to add in the newsletter for homeowners to trim back their trees and bushes.

New Business: Dayna updated the board on a situation that happened on Leebrad Street between homeowners.

Adjournment: 8:56 pm

Certified for the record:

______________________________________________________ __________________

Heather Pike, LHOA Secretary Date