LEEWOOD HOMEOWNERS ASSOCIATION

MONTHLY BOARD MEETING MINUTES

FEBRUARY 13, 2018

The meeting convened at 7:30 PM

Board members present: Patricia Willingham, Dayna Roy (via telephone for management company discussion), Leona Taylor, Nathan Parsons-Schwarz

Approval of minutes: Minutes from the January 2018 and November 2017 were approved.

Officers Reports:

1. President – The newsletter is being revised and delivery is expected this weekend. Due to the impending delivery of recycle bins, it was suggested that we move up the newsletter delivery and include notification about the new bins. Leona and Nathan agreed to assist Pat with delivery during the week to get the newsletter delivered.

2. Vice President – No volunteers for the Nominating Committee. Nathan updated the Board on his communications with Michael Skapes regarding rodent infestation reported by 7024 Bradwood Ct. Nathan also reported on the resident from Leebrad Court who is exhibiting strange public behavior. Both emergency and nonemergency police calls have been made.

3. Secretary – N/A

4. Treasurer – Over $13,000 in assessments are outstanding. Leona will send out the monthly delinquency letters. Monthly financial reports will be posted to the website. A letter was received from a homeowner asking the association to consider adding a tot lot in the common area. The Board discussed prior actions on tot lots. Leona will draft a letter to the homeowner on the history and suggest the owner get involved in starting a new process to evaluate adding a tot lot. With CD’s having matured in the Schwab account, the association has $95,000 in reserve funds that need to be invested. Nathan will call Schwab and purchase new CD’s with laddered maturity dates. In anticipation of the Board elections next month, Nathan will also ask Schwab for the required paperwork to update the authorized signers on the account. Because we have not been able to get CapitalOne to send us the paperwork to update the CD account, the Board approved the following resolution: To allow Patricia Willingham or a prior authorized Board member to communicate with CapitalOne when the CD matures in June to request that the CD proceeds not be reinvested and the proceeds send to LHOA. The $100 fee for removing the stove was received and paid. Leone will send a bill to the homeowner (7041 Leebrad) for possible collection.

5. At-Large-Member - N/A

Open Forum:

Michael Skapes (7024 Bradwood Ct.) brought forward a complaint about a rodent infestation in his townhouse row. Mr. Skapes had previously communicated to Nathan via e-mail on the issue and attended the meeting at Nathan’s suggestion. Possible remedies were discussed, with the Board being limited in its ability to act since the infestation is within in the individual units. It was decided that the Board would send out a general letter to the owners/resident of the townhouse row notifying them that an infestation has been reported and provided the owners/residents with possible solutions. Leona will draft and send the letters.

Committee Reports:

ARC – The Board discussed the Fuentes application to modify their townhouse to enlarge the basement window to convert the basement to a living unit for a nanny. Dayna, via telephone, reported that our attorney was contacted regarding this issue. The attorney stated that our design standards would not allow for this change. The homeowner will be notified.

G & M - Professional grounds is circling tress in preparation for mulching. Nathan reported that there is an issue with growing grass on his unit as well as the first unit on Leebrad Street. Pat will follow up with Professional Grounds.

Old Business:

The Board (including Dayna by telephone) reviewed the management company proposals and presentations along with the various analyses prepared by Leona regarding the portals/technology provided by each firm, the comparison of annual fees, and the 5-year financial effect on our operating reserves. Leona also reported on her BBB search results for the firms. After consideration, the Board approved the selection of Sentry Management Company to manage the Association. The Board authorized Leona to work with the attorney and the management company on the contract.

New Business:

The Board discussed whether we want owners to provide us with renter names. This raised a few questions including: what is in our governing documents, can we request this information, and how do we enforce.

The Board reviewed the Annual Meeting notice and also discussed the logistics for the meeting, including what topics are to be presented by each Board member. Leona will contact Sentry to make sure the firm will be present at the Annual Meeting.

Adjournment: The meeting adjourned at 9:00 PM