LEEWOOD HOMEONERS ASSOCIATION MONTHTLY BOARD MEETING MINUTES

MEETING DATE: May 8, 2018

TIME: 7:30 P.M.

ATTENDEES:

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

Sentry Management: Birgit Burton

The meeting convened with a full quorum.

Homeowner Forum

· Email was received from Janet Rourke about dead pine tree as well as dead braches in trees at the dry pond. She also suggested articles for the next newsletter on respect for common property and parking.

· E-mail received from Seth Lakritz regarding tree concerns around his and his neighbor’s houses and wondering when these could be addressed. Leona will follow up on the specific concerns.

· E-mail received from Catherine Perkins regarding trash issue. A violation letter may be needed, but we need to research what enforcement tools are available to the Board.

Approval of Minutes

The April minutes were distributed. Approval was deferred to allow Board members time to review the minutes.

Board Officer Reports

President:

· Criteria for the ARC inspections was prepared and then distributed to the ARC members for review. Whether the current members wanted to continue to serve was verified as well. Two members (Dayna Roy and Nathan will continue to serve. The criteria and proposed architectural violation letters were provided to Birgit.

· The welcome packet was updated with the new Sentry Management information.

· The paperwork to update the authorized signers on the Schwab account was submitted. An address change notice will need to be submitted.

· CAI was notified of Board changes.

· QuickBooks subscription was cancelled.

· A violation issue was averted at 7044 LB with the quick action of Dayna Roy and the Board. This same owner reported a new fence installation on Bradwood Court. The fence was inspected, and a violation notice was sent as the support structures are on the outside and the fence was not double-sided.

· Alternative waste application was submitted to Fairfax County.

· Henry’s Wrecker Service after many requests responded to our request to update authorized towers. Leona will write a letter indicating that the Board members and Birgit are authorized to call in towing requests for LHOA.

· The website was updated with the Sentry Management information.

· Insurance questionnaires for the new Board members were solicited so that the policy can be endorsed to add Sentry Management per the management contract.

Vice President: No report

Treasurer: No report.

Secretary:

· Trash/recycle & mowing services are taking place on the same day, so the trash/recycle being put out for collection is getting in the way of the grounds maintenance. Birgit will contact Professional Grounds about moving the mowing to a day that does not coincide with trash/recycle pickup.

· Gedion asked about sealing of the Backlick Road fence. Leona explained that this issue was brought up at the 2017 Annual Meeting homeowner forum. Sealing companies were researched, but the Board chose not to seal the fence at its August 2017 meeting. The benefits of sealing were discussed by this Board, and Birgit was tasked with obtaining bids for sealing.

· A vehicle appears to be stored on Bradwood Street.

At Large: No report

Committee Reports

ARC: No report.

G&M: No report.

Old Business

· Parking challenges still need to be addressed. Leona indicated that additional work is needed, and this will be put on the list of long-range issues that have implications for possibly updating the Declaration.

· 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.

· Leona will provide the information to the webmaster to add Sentry payment options brochure and tutorial to the website.

· Leona will reach out to Pat to instruct CapitalOne to close the account and distribute the CD proceeds to Leewood.

· The rodent letter sent to the Bradwood Ct row was sent to Birgit as requested.

· Collecting renter contact information was discussed. Leewood did not previously collect this information, as there was not database and no means for enforcing compliance. The Sentry portal does allow for collection of this information. Newsletter and reminders can be used to request that renter information be provided in the case of emergencies or for rule enforcement. The Board briefly discussed the issue of presenting homes as multi-rental units as well as those with BnB transient operation. Additional research will be required on zoning for our community.

· The letter from the homeowner inquiring about a tot lot was discussed again. A survey was suggested. Birgit will look into survey monkey/google as a possible means. A survey in the newsletter may be another way to gauge community interest.

New Business

· The process for ARC with Sentry was reviewed. We will still need to work through the process as applications are submitted and resale inspections requested. Leona inquired as to the radon detection unit application. Birgit will follow up on this request.

· Birgit asked how the contractor page on the website was updated and for what this was used, as she had tried to use some of the contractors listed for the sidewalk project and found them out of business. Leona indicated that this was an old page and probably had not been updated for a few years. Leona will work with the webmaster on what to do with this page.

Management Report

· Birgit let the Board know that Sentry was reaching out to vendors as invoices are received to change the POC to Sentry.

· All recent architectural violation and waiver letters have been uploaded to Community Pro on the individual owner records. Leona inquired as to when the Board portal with Sentry would be operational; Birgit will follow up on the setup.

· The Board reviewed the Management Report provided by Sentry. One vendor walk-through for sidewalk work has been completed. Two more contractors need to be identified for bidding. The vendor identified locations where handicap ramps are needed. Birgit asked if there were other locations. Leona will provide the information from her previous sidewalk inspection.

· Leona inquired about the street work needed. Birgit will work on getting proposals for that work as well.

· Birgit indicated that she will begin the ARC walk-throughs. Her goal is to go through with a fine tooth comb and provide a detailed list of all she feels is in violation. Then the Board can decide what to cut out before violation letters are sent to homeowners.

· Financial reports not yet completed for March or April.

· Birgit updated the Board on the issue of homeowner assessment checks not being deposited. The checks were sent to the Sentry home office on May 4^th for processing; homeowner accounts had not been updated as of yesterday.

Executive Session

No executive session was needed.

The meeting was adjourned.