Leewood Home Owners Association

Board Meeting Minutes

July 11, 2017

Board Members Present:

President: Patricia Willingham

Vice President: Absent

Treasurer: Leona Taylor

Secretary: Janet Rourke

At Large: Dayna Roy

Convening: The meeting was called to order at 7:30 pm at Phillips School on Braddock Road

Minutes: Minutes for 6/13/2017 Board meeting were approved and will be posted to the website

Open Forum: None. No homeowners present

President: Pat discussed recent problems with parking -particularly cars not moving from spaces and cars illegally parked in reserve spaces. The Board agreed to come up with a plan to deal with parking issues and will consider establishing a parking committee. The Board plans to further discuss this at the September Board meeting. The solar lights to illuminate the new entry sign on Leestone Street have been installed. Pat was reminded that Nathan’s name had to be placed again on the checking account. Previous attempt to do so did not happen.

Secretary: Janet brought several items to the Board’s attention as well as some pending items from previous meetings. Several homeowners had favorable comments on the recently issued newsletter. Several homeowners on Bradwood Court have brought parking issues to her attention which she passed along to the Board. The new plantings at the entry sign on Leestone Street need water during our dry spell. Leona volunteered to water them until rain comes; otherwise, the Board will consider paying to have them watered. The Board is still awaiting a response from the homeowner who had requested an easement for a drainage problem. There are still a few volunteers from the Annual Meeting who have not responded to efforts to contact them; Pat is continuing to pursue this. The ARC Chair will be purchasing software to manage the ARC process. Nathan (Vice President) had previously volunteered to help with this effort. The problem with crab grass at 7045 Leebrad has been resolved as a result of spraying. However, there is still a crabgrass problem elsewhere in Leewood. The Board is still awaiting action on removal of the river birch stump on Leestone Street. Payment of the bill for removal of the tree and stump is being withheld until we have received definitive word from the contractor (ProGrounds). Bids for work on several trees have not been received so the work cannot proceed. ProGrounds has not yet removed the tree branches less than 15 feet above the ground that are encroaching on the streets and sidewalks. Landscaping of mailboxes is still being deferred pending completion of more urgent projects. No action has yet been taken to identify a contractor to repaint the curbs.

Treasurer: Leona advised that the monthly financial statements had been posted on the website. She indicated that there are no new significant budget variances. Leona also reported that a $100,000 CD will mature later in July. The Board discussed the current cash position in the reserve account and expected future cash needs. The Board approved purchasing $110,000 in new CD’s with staggered maturity dates that continue the current laddering. The Board ratified the contract for removal of a wasp’s nest near 7050 Leestone Street. Leona updated the Board on assessments. The Board approved sending two additional cases to the attorney if payment is not forthcoming after final follow-up. The Board also briefly discussed the e-mail received from the attorney on ways to promote on-time payment by homeowners. The Board may adopt a statutory late fee; updated laws will be reviewed to make sure the rate has not been changed. Possible amendment of the covenants will be considered at a later date (closer to the annual meeting). Leona also led a discussion of the CAI magazine article on Virginia law changes affecting homeowner associations. Pat did receive the new Statutory Handbook from the attorney and will forward it to the other Board members. Leona will update the POA disclosure packet and procedures based on the law changes. Leona inquired whether Dayna had gotten the forms to update signing authority on our Capital One Account. Dayna advised she was in the process of getting the forms. Leona brought up that we can charge for preparing financial disclosures upon sale of a home. Leona will research amounts charged by other associations, and the Board can then consider adopting a fee. The updated Welcome Packet has been completed, and the information is being given to the Welcome Committee.

At Large: 43 violation letters have been sent. The soccer goal that was in the common area has been removed. Dayna reported that a homeowner has disputed a violation citing for door/window colors on Leestone Street. Leona will search prior POA disclosures to see if the violation was cited on the last property sale. If the house sold with the same window/door colors, the Association has no recourse other than to grant a waiver. A second letter was approved by the Board to go to a homeowner on Leebrad Street for tent poles installed in the rear yard.

General: Some bids have been received for the trash contract RFP. The Board will wait for additional bids rather than stopping the process and accepting the current contractor’s offer. The Board discussed several plantings that had been placed in the common area without permission. The next newsletter will contain an article reminding homeowners that any plantings in the common area must be approved by the Board in advance.

Adjournment: The meeting was adjourned at 8:47 pm

Certified for the Board_______________________________Date

Secretary