LEEWOOD HOMEOWNERS ASSOCIATION MONTHLY BOARD MEETING MINUTES

MEETING DATE: February 12, 2019

TIME: 7:30 P.M.

ATTENDEES

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

Sentry Management: Angela Weed

The meeting convened with a full quorum. Nathan Parsons-Schwarz was unable to attend.

Approval of Agenda

Board approved the proposed agenda.

Open Forum:

Approval of Minutes:

The board corrected the phrases in the January minutes regarding missing message board at bottom of Leebrad street and to correct the sentence that talks about the trash removal contract. The corrected January minutes, as well as the previously differed minutes from December, were approved.

Board Officer Reports:

· Khaleaph reported that 3 CD’s at $30K were bought with varying interest rates and maturing in three-year increments until 2026.

· The stop sign at the corner of Leestone St. and Leestone Ct. has tilted to one side, because the ground is very saturated, as a result of the excess snow and rain we had this season. Leona suggested putting stone around the base of the stop sign.

· Gideon asked if the contractor can paint the speed bumps when the streets get repaired. There are drivers that take a short cut through the community speeding to avoid traffic, and this may help slow down some of them.

· Khaleaph mentioned about cars and vans being parked too close to the corner, at the intersection of Leebrad St. and Bradwood St., creating a blind spot that makes it difficult to drive out of our community. Leona commented that Bradwood St. is owned by Fairfax County, and the issue should be addressed with county.

· Leona reported that there are water puddles forming throughout the community. She asked residents to keep a watch. Gideon reported the same problem in the common area at the corner of 7069 and 7075 Leestone St. She asked him to report if the water does not recede.

· Leona informed the board that the president of the board is the primary contact person for Sentry. Since she will be resigning at the next annual meeting, which is scheduled for March 12, 2019, we need to appoint a primary contact person for Sentry until the next board meeting in April. After discussion, the Board approved Khaleaph being the primary contact between Sentry and LWHOA until April.

· Khaleaph told the board that he has not been receiving email sent from Sentry. Angela also reported that when she sends email to him, it comes back as undeliverable. She checked Sentry’s records, and it was discovered that one of his email addresses had his last name misspelled. Angela will make the corrections.

· Leona told the board that the newsletter would normally go out at the end of March. In this issue, there will be an article on the drainage problem in our community and the possible remedies that the board is working on.

· She also mentioned that Fairfax County’s TV channel recently had a program that contained valuable information about ways for HOA’s and residents to communicate. There were some communication vehicles mentioned in the program. They included using a chartroom, which needs monitoring, and the other one was using social media, which is not the preferred method. It was also recommended that e-mail aliases not be linked to individual e-mail addresses. It was also recommended that user access and passwords be altered as new board members join and old members leave the Board. The program also recommended that Board meeting agendas include not only the place, time and date, but more concise information on what the Board may be voting on at the meeting. It was discussed that Sentry should provide an agenda that can be posted on the website when sent to the Board (to meet the advance copy legal requirement) and then a second agenda with executive session material can be sent to only the Board members.

· Leona next told the board that there is money left over from what was originally approved to consult with Gregg Budnik (drainage engineer) on the drainage issues. She recommended using the leftover funds to bring back Gregg and have him study additional areas that exhibit drainage issues.

Financial Report:

· Financials and reconciled bank statements were posted and also e-mailed to the Board. Leona reported that the January & February reserve contributions were deposited by Sentry into the operating bank account instead of the Schwab reserve account. Leona also reviewed the November & December financial statements and reported to Sentry that interest had been assessed on homeowner account, but this was not to begin until January. Also, it was discovered that the 2018 reporting period had been closed by Sentry before all 2018 transactions had been recorded.

Old Business:

· Angela reviewed all open action items from previous meetings.

· Leona reported on her phone conversation with Gregg Budnik regarding services he can provide on the asphalt and concrete work. The fee he charges is expected to be less than $10,000, and the idea is that the money spent up front will reduce the contactor costs as well as increase the life of the street work. In addition, he will write the RFP for us. Since the contractors are familiar with his requests and format, he generally gets more responses to the RFP’s. He will also monitor and evaluate the work as it is completed. He will be making sure that the grading of the parking lot is done the right way, by measuring the depth of milling and that the asphalt is applied properly. The board voted to approve Gregg as a consultant for the asphalt and concrete work. Leona will follow up to get his written proposal to start the project.

· Leona handed out the procedure packet that the board president uses prior to the monthly meeting.

· Tree trimming task has been completed.

· The fence repair had been approved and will start soon.

· Close the “Quorum” magazine paper copy subscription. It is now available online.

New Business:

· Angela explained that the Board can have access to the Leewood Action Items and will send the link for access to the Board members. It will only be accessible by board members.

· Insurance renewal: Angela indicated that the association insurance is up for renewal effective April 1. She indicated that the rates charged by State Farm (the association’s current insurer) have been lower that other insurers when she has done cost comparisons. Nationwide and State Farm have the lowest rates available. The board approved renewing the current policies with State Farm.

· Action items listed below were discussed for the annual meeting.

o Need for volunteers

o Financial report including 2019 budget

o Tax resolution

o Secretary needs to keep tabs on proxy ballots

o Minutes from last year’s annual meeting should be approved at the annual meeting. Although Leewood has never done this, it is common practice with Sentry and its clients.

o The meeting room has been reserved for the annual meeting

o Content and timing of packet was discussed. Prior year annual meeting agenda & packet will be sent to Sentry to use as template.

o What to be discussed and by whom:

o Residents violating trash disposal guidelines

o Reps. from American Disposal and Pro-Grounds may be able to attend

o Khaleaph will talk about the need for the covenant update. Explain to residents that it will give the board the power to address issues related to trash violation, parking, and quarterly assessment delinquencies. A committee needs to be created, and a member of the committee needs to attend the monthly meetings

§ Board members will develop concise discussion point and distribute to other Board member for review.

ARC:

· The Board reviewed various violation issues:

o 7071 Leestone St.: Water hose stand can be given a waiver as medical reasons were cited. The back gate needs to be repaired to meet ARC guidelines. The fence is stained, ad the homeowner claimes it was stained when purchased.

o 5201 Bradwood Ct. has a downspout extension that dumps water on the side walk and it is becomes ice when the temperature drops below freezing.

o 7062 Leebrad St. complained about noise from the trash incinerator at the neighbor’s home.

o 7075 Leestone St. received citation for multiple violations. The home owner sent email to the board in response to the citation.

How the Board should respond to these and similar issues was discussed. Leona will consult with the attorney on the host of issues to determine what actions the Board can take and when the issue is outside the scope of the Board.

Executive Session:

· Accounts receivable report was presented by Angela.

· Delinquent accounts were also reported to the board, and notices will be sent out.

· Board approved writing off old A/R item of $100 from early 2018.

The meeting adjourned at 9:45 PM