LEEWOOD HOMEONERS ASSOCIATION MONTHTLY BOARD MEETING MINUTES

 

MEETING DATE: June 12, 2018

 

TIME: 7:30 P.M.

 

ATTENDEES:

Board: Leona Taylor, Nathan Parsons-Schwarz, Justin Edwards, Khaleaph Luis.

Sentry Management: Birgit Burton

 

The meeting convened with a quorum.

 

Homeowner Forum

·         Mike Scapes attended the meeting to inquire about additional follow-up action by the Board to address the rodent situation on Bradwood Court.  Mr. Scapes asked the Board to consider bait traps in the common area.  The Board also discussed using a violation letter to the neighbor who yard is overgrown and potential source of infestation based on his complaint and visibility of overgrown vegetation from the common area.

·         E-mail received from homeowner regarding trash dumped in the common area.  A violation letter was sent by Leona to the property and a copy delivered to the property.  Sentry to follow up on whether violation is remedied.

·         Various e-mails regarding parking violations were received.  Tickets were issued as required by Leona.  Sentry to follow up on abandoned vehicle on Leestone Street.  In speaking with Fairfax County, Sentry was told that they would leave it to Leewood to enforce since on private streets.  Leona indicated that there is a letter on file authorizing Fairfax County onto the streets for vehicle enforcement; she will provide the letter to Sentry.

·         Various e-mails were received regarding dead, dying or overgrown trees.  These items were added to the cumulative list of tree work to be sent out for bid.

·         E-mail received regarding power outages.  Sentry reached out to Dominion Energy and is awaiting their research.

 

Approval of Minutes

The April & May board meeting minutes were approved.

 

Board Officer Reports

President:

·         Fairfax County alternative waste exemption was approved.

·         The post office box was closed, and mail forwarded to Sentry.

·         Address change notice was sent to Schwab.

·         The auditors have begun working on the 2017 financial statement audit.  Requests for information have been completed.

·         As approved by the Board, Pat Willingham, as authorized signer on the account, called CapitalOne Bank and requested that the certificate of deposit account be closed at maturity and the proceeds send to Leewood.

 

Vice President:

·         For the design standards update, Nathan did not receive any volunteers from the newsletter.  He has spoken to a few owners and Pat Willingham and Janet Rourke have volunteered to assist.  Justin also volunteered.  A newsletter article asking for suggested changes rather than volunteering for the work) was suggested for the next newsletter.

 

Treasurer: No report.

 

Secretary: No report.

 

At Large: No report.

 

Committee Reports

ARC:  No committee report.

·         The Board discussed the covenant requirements that either the Committee comprised of at least three members or the Board need to approve applications for exterior changes.  The Board will solicit volunteers to fill the one open seat.

·         The Board ratified approval of the applications for 7009 Leebrad, 7052 Leestone, and 7011 Leestone.

·         The waiver request for 5268 Leestone Court was reviewed.  The Board approved the waiver, with Leona recusing herself from the Board discussion and vote.

·         Birgit reported that property inspections are to begin June 11th.

 

G&M:  No report.

·         Birgit reported that a contractor doing proposals for other Sentry-managed properties proposed a fee of $975 to clean the eight mailbox stands.  The Board took no action, as maintenance dollars budgeted for 2018 are currently earmarked for fence sealing. 

 

Old Business

·         Parking violation process: The Board discussed the process based on the current rights and restrictions.  Blank tickets were distributed to all Board members and to Birgit for future use.  The board also decided to add an e-mail link to the website for parking.  These e-mails will go to all board members and Sentry so that emergency or after hour parking issues can be solved by a Board member, if necessary.  This will also allow the Board to assess the extent of parking issues within the community.  Updating the current rights and restrictions will be deferred as additional information is reviewed and as part of a possible update to the covenants that would require 75% homeowner approval.

·         The Board discussed long-term tree maintenance and expects to do annual tree work later in the year.  This will include the tree issues raised by Janet Rourke and Seth Lakritz.

·         Sentry is still working on getting bids for the cleaning and sealing of the Backlick Road fence.

·         Sentry is still working on getting proposals for the sidewalk and handicap ramp concrete work.

·         Sentry is still working on getting proposals for the street repairs.

·         Sentry is still working on getting proposals for tree work.

 

New Business

·         The Board discussed the trash policy and violation enforcement.  Based on the attorney’s responses to questions posed on policy enforcement, the Association is limited in its ability to impose fines.  The Board reviewed the proposed process of issuing violation letters and determined that the first letter can come from Sentry or an individual Board member), and any second letter would come from the Board.  If a violation persists, the Board would need to consider if future legal action was warranted.  Updating the enforcement mechanisms will be deferred as part of the possible update to the covenants that would require 75% homeowner approval.  The Board also discussed the use of a door knob general trash notice that can be used by Sentry or Board members who see trash being put out early.  The notice can be given to all the homes in a particular area if the owner putting out the trash early cannot be identified.  The usual violation letters can be used when the owner putting out the trash early is known.

·         Information to register for 2018 National Night Out was received.  The Board discussed whether to participate or not.  Sentry reported that they do not provide services for NNO.  The Board decided to solicit, using the newsletter, volunteers who would want to participate and plan the event for the community.

·         The Board discussed articles for the upcoming quarterly newsletter.  Sentry also provided information on the new newsletter services for associations just announced.

·         Investment of reserve funds was discussed.  There is $15,000 in the cash account, and another $50,000 coming with the certificate of deposit maturity.  Sentry needs to provide the Board with expected reserve expenditure amounts and recommendation on how to invest the funds.  Leona also inquired as to when Sentry would begin making monthly contributions to the reserve account.

·         The process for ARC applications was discussed, and it was decided that the ARC@leewood.us e-mail would be expanded to include all Committee members and Sentry.  For application, Sentry can send approval notification to the owner if at least two of the Committee members respond affirmatively.

·         The Board discussed the process for neighbor complaints.  The Board authorizes Sentry to send out violation letters if the complaint does involve a violation of the Association’s policies.  The Board will need to be involved when a second notice is required or it escalates past the second notice.

 

Management Report

·         Professional Grounds will no longer mow when grounds are wet to address complaints for homeowners.  Sentry will monitor for concerns resulting from this change.

·         Watch light on Bradwood Ct has not yet been repaired by Dominion.

·         Assessment past due letters were sent out on May 29th.

·         Professional Grounds addressed dry pond and Braddock/Bradwood entrance overgrowth.

·         Sentry distributed the April financial reports.

·         Cost increase letter was received for American Disposal and increase will go into effect July 1.

·         A notice of proposed development was received for Leewood and forwarded to the Board.  Sentry has not distributed this to the homeowners.  The Board needs to review for any additional action required.

 

Executive Session

Four accounts were identified as owing three quarters of assessments.  The Board approved sending these accounts to the attorney for collection after notifying the homeowners that the Board has approved legal action.

 

The meeting was adjourned.