Leewood Homewoners Association

Board Meeting Minutes

January 10, 2017

Board Members Present:

President: Patricia Willingham

Vice President: Janet Rourke

Secretary: Heather Pike

At-Large: Dayna Roy

Treasurer: Leona Taylor

Convening: The meeting was called to order at 7:35 pm at the Phillip School, 7010 Braddock Road, Annandale, VA 22003.

Approval of Past Minutes: October minutes were approved and November minutes were approved with edits.

Open Forum:

· No homeowners were in attendance

Board Reports:
President- No report

Vice President- Janet asked the board members if we wanted quarterly reports from the attorney so we know the status on litigation. The board decided to ask for it when needed. She suggested the board draft a letter regarding dog poop and the leash law. This letter would go out to homeowners that are in violation. Janet said it might be beneficial to have one person on the board in charge of handling the dog violators. Janet said she would draft the letter.

Secretary- No report

Treasurer- Leona requested that board members hand in their receipts for reimbursements asap. Leona passed out the assessment report. The board discussed delinquent accounts. Leona will send a follow up letters to four accounts. She set up the Quickbooks program for assessment accounts. Leona would like to sign up all board members to Quickbooks to give them access to the account as well and to have other Leewood people on the account in case anything happened to her. FYI Penny Gross sent out dates for community meetings if any board member would like to attend. Leona asked Pat if all the tree stumps have been grounded down. Pat said Professional Grounds has two stumps to get done yet. Leona discussed past Professional tree work and voting via email. She created a PDF for the complaint form. David added the complaint form on the website under FAQ. Leona updated the POA information on the website and a created a PDF form for the POA request. Leona updated the ARC section of the website. Dayna indicated that she had a current color chart to be approved by the board at a future date. David is updating the website for these changes and checking accuracy and contact data on the site. Leona requested that board members check out the Leewood website and send any edits or updates to David. She noted that the new trash rules be added to annual meeting packet before it went out to the homeowners. She now has return labels if anyone needs them. Leona has articles for the upcoming newsletter.

At-Large- Dayna said a homeowner asked about getting proof for paid assessments from the bank and will forward the request to Leona for responding to the homeowner.

Old Business:

· Management Company- Do we want to take action? Let's discuss this at the annual meeting.

· The Mills project- The homeowner has indicated that they want to proceed with the drainage project. The board discussed the work that needs to be done such as finding an independent engineer and talking to the attorney about drawing up the agreement. Pat will get in contact with the lawyer regarding the contracts that need to be drawn up.

Committee Report:

ARC- Dayna explained that two letters went out concerning homeowner’s doors, and both homeowners corrected the violations.

G & M- Pat did a walk through with a Professional Grounds supervisor. She said the January leaf blowing will occur on 1/12 or 1/13. Pat noted the community catch basins needed to be fixed. Pat handed out to each board member a copy of the shrub proposal for around the mailboxes. She asked each member to look over the proposal on their free time. The shrub work would be done in the spring time. Reserve study and walk thru with vendor scheduled for early February.

New Business:

· Annual Meeting Packet- Leona handed Pat her edits.  Other board members sent edits via email.

· POAA request form was placed on the Leewood website

· The board moved to ratify the tree work that was completed and which they had voted via email on a previous date.

· Leewood Website- need to add Certificate of Liability Insurance and Board discussed and agreed that outside companies will not be allowed to use the website as advertisement.

Adjourned 8:58

Certified for the record:

_______________________________________________ ______5/9/17______

Dayna Roy, At Large Member Date