LEEWOOD HOMEOWNERS ASSOCIATION MONTHLY BOARD MEETING MINUTES

MEETING DATE: August 14, 2018

TIME: 7:30 P.M.

ATTENDEES:

Board: Leona Taylor, Gideon Abebe, Justin Edwards, Khaleeaph Luis.

ARC: Dayna Roy

Sentry Management: Birgit Burton

The meeting convened with a quorum of four board members and Property Manager

Open Forum:

There were three home owners in attendance: Karen Scapellato, Martha Luna and Kerry Hartley.

The issues raised by residents were:

· Drainage back up /standing water

· Number Plaques

· Parking

· Trash collection

· Pro-Ground

· Street light

The board addressed the issue as follows:

Drainage back-up/Standing water

Karen Scapellato and Kerry Hartley notified the board about water collecting in their back yards from sump pumps, and as a result of the continuous rainy days that we have been experiencing. The water being pumped from homes in the area accumulates in the back yard of Kerry Hartley’s home at 5263 Leestone Ct. There is also water that is accumulating on her property from the gutter extension next door. Since there is no place for the water to go it floods her back patio and over flows into the common area behind the Backlick Rd. fence. Karen Scapellato from 5275 Leestone Ct expressed a similar concern about sump pump from the area flooding the wooded common portion of the area. This is partly as a result of tree trunks and roots blocking the water flow and the landscape of the common area. The board approved having an engineer assess the drainage issues in the common area and underground water. Some houses have sump pumps that are constantly running thus this also needs to be evaluated and determine what the responsibilities of the home owners and LWHOA. The Association’s attorney will also be contacted to determine the home owners’ and LWHOA’s responsibilities. In addition the attorney and the board need to evaluate the regulations about gutter extensions flooding common areas and neighbors’ yards.

Number Plaques

Kerry Hartley asked about getting new number plaques. Kerry said she will see if Woodcrafters might be able to do plaques for Leewood and make the plaques available to home owners for sale. Leona will ask her husband if he wants to offer plaque replacements in the next newsletter.

Parking

The question of what constitutes a commercial vehicle was asked. There is a van regularly parked at 5264 Leestone that may be in violation.

Gideon issued 3 tickets for parking violations. Two of the vehicles belonged to the same person. One of the vehicles was previously towed but still did not have updated registration and safety stickers. The owner promised to have the vehicles removed in two days and an extension was granted to her. The other vehicle was an out state SUV from PA. The owner claimed that he has been living at Leewood for a year and that PA does not require an expiration date on license plates. Leona replied to the owner of the vehicle that VA law requires that he register his car if has been living in VA for a year.

Trash collection

Martha Luna informed the board about trash being put in her recycling bin after the trash has been picked up. Justin suggested that we send a generic letter reminding residents to take trash out on the scheduled time frame.

Martha Luna also commented that some of the trash on Leebrad St. was not picked up on the Tuesday pick up date. Justin informed the meeting that he saw on his security camera that the contractors were skipping some of the collection spots randomly.

Professional Grounds

Dayna Roy reminded the board that the contractor is supposed to send a report about work performed. Sentry indicated that they are not getting the report and don’t get reports for other properties.

We also need to monitor their work since they sometimes destroy trees. It was asked about tree trimming by Professional ground since there are a number of trees that need to be trimmed below fifteen feet which should be covered by the contract. Leona reviewed the contract which indicates this trimming to be done once a year. Sentry will contact Professional Grounds to find out when they are scheduled for this trimming.

Street light

Martha Luna reported that there is a watch light that has been out near 7035 Leebrad St. It was reported that there are other watch lights that have been out in some parts of the community. Dayna advised that because they are considered watch and not security lights, Dominion assigns a lower priority. Sentry was able to contact Dominion on the Bradwood light and confirmed that there is a work order for that repair. It was asked whether we needed to wait for Dominion. Consensus is that we should since the work needed is often a wiring problem. Dayna has a map with the assigned watch light numbers that she will provide to Sentry.

Approval of Minutes:

July’s monthly meeting minutes were approved.

Officer Reports:

· Khaleaph: When are street repairs to take place? Sentry still working on bids.

· Justin: kitty pool on Leebrad needs to be cited for storage

· Gideon: 7073/7075 Leestone: another drainage issue when it rains; working on parking enforcement and resolved issues with cars near 7055 Leestone

· Leona:

o Reminded Birgit to make sure that 90 day period for application is not still running for the fence replacement at 7046 Leebrad

o Following up on tree estimates: Birgit says estimates are to be received this week.

o 7081 Leestone has asked for waiver on door. Violation was not cited in POA packet when originally purchased house. Board approved waiver of entry door with decorative glass.

o It was reported a few months ago that landscaping by bench in boot hill was lacking. Leona indicated that she had extra Liriope plants that she would donate and plant. The Board approved allowing Leona to plant in the common area.

o Leona reminded Sentry that we need a preliminary 2019 budget at the next Board meeting. The goal is to approve the budget at the October meeting, with November left as possible time to approve if there are issues still to resolve in October. Leona also informed the Board that she will not be able to attend the November meeting.

o Asked Sentry if resale packet inspections should be saved to homeowner profiles.

o Preliminary audit & tax returns were received for review. Leona reviewed and provided comments back to the auditors. Once corrections are made, report will be brought to the Board for approval.

Committee Reports:

· Owners/residents that responded to tot lot newsletter article were e-mailed to let them know the Board is not going to pursue any additional work on a tot lot due to lack of interest by owners/residents.

· Sentry has gotten two bids on the fence cleaning/sealing. The Board approved the project using either Sentry ($1,700 but will match or beat) or USA Contractors (estimate not yet received), depending on which bid was the lowest.

· Sidewalk and handicap ramp proposals not yet received.

· Sentry needs a 2017 revenue/expense report for the DPOR filing. Leona will get it to Sentry.

· 7046 Leestone St. fence replacement is on hold due to weather. They have contacted Birgit to inform her about the delay.

New Business:

· Welcome packets: Welcome representative was still handing out Manuals although they had been discontinued. Sentry to let her know not to send out manuals. The idea is still to use a person within Leewood for welcome packets in addition to what Sentry sends via mail.

· Martial arts demonstration: The late notice by the homeowner and approval resulted in a number of people reporting the structure to Sentry. We may want to do more notice if such a situation arises again.

· Trash schedule will not be affected by Labor Day holiday, so no special notice needed to owners/residents.

ARC

· The Board went through the issues list compiled by Leona based on the inspection of the first 49 properties.

o Those with original colors not on current chart should be noted in record somewhere so that we do not cite them. We may want to suggest that these owners move to an approved color when they next paint.

o Inconsistent shutter/door matching: We need to update standard to eliminate ambiguity.

o The Board approved issuing waivers to the two inspected houses that have plantings outside their back gate.

o Standards for fence pickets should be updated to 4”maximum. Any other that width should be cited

o Steps out back gate: Consensus was not reached; will defer to standards updating process

o Decorative flags: Standards should be updated to include decorative flags on metal poles –one only per yard. So those with flags should not be cited.

o Hose storage: Standard should remain as is; cite those visibly storing in front yards.

o Storm doors: Standards should be updated to include border etching.

o Fences: Standards should be updated to be consistent with current waivers for those on alleys (eliminate need for waivers).

o Downspouts and extensions into common areas and gutter extensions: Decision deferred pending engineer work. We should include an article in the newsletter on this issue.

o Vines: Standards should be updated to address vines on houses & fences.

o 5277 Bradgen Ct has a side walk that has buckled. The damage is caused by a tree root near the property. LWHOA is not responsible for the repair of that side walk.

o Across the street from 5277 Bradgen Ct., there water issue that is coming from neighboring properties.

Executive Session

· There are a lot of homeowners still sending assessments to the wrong address. Entry is notifying them. It was suggested that we include the address for remittance in the next newsletter (again).

· Asked Sentry if 4 accounts ended up at attorney for collection and status of letter for other 6 accounts approved for final letter/collection at last meeting.

· Sentry asked if the monthly reserve transfers are to go to the Schwab reserve account or the money market account set up by Sentry. Leona indicated that these are to be transfers to the Schwab account.

· Sentry has fixed the reporting of the annual budget on the financial statements.

· Sentry needs to provide account reconciliations for the last two months for Leewood review.

· Financial statements for June & July are not yet completed.

The meeting adjourned at 9:15 PM