Leewood Homeowners Association

Board Meeting

July 10, 2007

Minutes

Attendance:
Present:
Janet Rourke - President
Rose Weber – Secretary
Mohammed Umar - Treasurer
Melinda Ford – At Large
Al Sanford – Chair, Grounds and Maintenance
Bob Flynn - Homeowner

Convening: Meeting was called to order at 7:30 pm. Meeting was held in the Phillips School Library.

Minutes: A motion was made to approve the minutes of the June 12, 2007 regular meeting and the July 3, 2007 special meeting. The motion was carried and the minutes were approved as written; signed and accepted for the record.

Open Forum: Al Sanford expressed his regret over harsh words exchanged with another homeowner and apologized to the Board for any negative fallout the incident may have caused. He also read his letter of apology to the other homeowner. Al also expressed his thoughts that he feels it is not wise to approve homeowner requests to build (planters/flowerbeds etc.) beyond their property lines.

Architectural Review Hearings: No hearings were scheduled or conducted.

Officer & Committee Reports:
President: Leewood will host a National Night Out get-together on August 7, 2007; local Fairfax community leaders will be invited. The new county recycle laws will not affect Leewood as they are aimed primarily at apartment communities and business complexes.
Secretary: Business card design has been approved; cards will now be ordered. Cards are generic so they can be used by any board officer or volunteer acting on Leewood business.
At-large: Spreadsheet has been compiled to identify all sidewalk trip hazards; this has been done to assist with the Reserve Study finalization and to assist with sidewalk repair when the time comes.
Architectural Review Committee (ARC): The following motions were made and approved regarding active ARC violations: Note: as the ARC Chair, The Board President, Janet Rourke does not vote on ARC hearing decisions or other ARC matters requiring approval of the Board.

Hearings: Notification of Hearing letters will be sent for alleged violations at the following properties: 7008 Leebrad Street; 7012 Leebrad Street; 7041 Leebrad Street; 5259 Leestone Court; 5263 Leestone Court; 7008 Leestone Street and 7044 Leestone Street.
Extensions: None.
Hearings to be re-scheduled: None.
Second violation notices: Notices will be sent for alleged violations at the following properties: 5262 Bradgen Court; 5267 Bradgen Court; 5284 Bradgen Court; 5201 Bradwood Street; 5203 Bradwood Street; 7001 Bradwood Court; 7020 Bradwood Court; 7022 Bradwood Court; 7026 Bradwood Court; 7030 Bradwood Court; 7033 Bradwood Court; 7038 Bradwood Court; 7012 Leebrad Street; 7018 Leebrad Street; 7025 Leebrad Street; 7036 Leebrad Street; 7038 Leebrad Street; 7041 Leebrad Street; 7058 Leebrad Street; 5259 Leestone Court; 5261 Leestone Court; 5262 Leestone Court; 5263 Leestone Court; 5264 Leestone Court; 7005 Leestone Street; 7007 Leestone Street; 7008 Leestone Street; 7009 Leestone Street; 7012 Leestone Street; 7014 Leestone Street; 7015 Leestone Street; 7016 Leestone Street; 7027 Leestone Street; 7029 Leestone Street; 7035 Leestone Street; 7040 Leestone Street; 7041 Leestone Street; 7044 Leestone Street; 7050 Leestone Street; 7052 Leestone Street; 7054 Leestone Street; 7056 Leestone Street; 7058 Leestone Street; 7059 Leestone Street; 7061 Leestone Street; 7062 Leestone Street; 7064 Leestone Street; 7068 Leestone Street; 7074 Leestone Street; 7078 Leestone Street; 7081 Leestone Street; 7082 Leestone Street; 7083 Leestone Street; 7089 Leestone Street.

Grounds and Maintenance:
- The tree (and stump) located at the corner of Leebrad Street and Leestone Court has been removed
- Perimeter fence repair along Bradgen (up to the corner) is complete. Final cost came in less than estimate. Remaining perimeter fence repair continues. There are still 7 fence posts that need reset; a motion was made and passed to approve the estimate/funds for this work. A motion was also made and passed to close the gap in the perimeter fence. Al will take a look and explore some options with regard to how to best accomplish this while the existing fence repair is ongoing.

Homeowner Accounts: Anne Bailey has agreed to take over the duties of managing our homeowner accounts. The board thanks Anne for stepping forward to fill this vital role in our community.

Financial Report: A balance sheet and budget report were provided to the Board via e-mail. A motion was made and passed to approve expenditures so the financial secretary can request bank documents in order to reconcile all the homeowner accounts.

ARC Penalty Accounts: There are currently 5 cases that will move forward to the lawyers for collection action. The Board Secretary has provided the necessary documentation on the five (5) cases so that packages can be assembled for submission to the attorney.

Old Business:
Common Area Lighting: A motion was made and passed to approve the Dominion Power proposal for installation and upkeep of 14 lights, including operating costs. The installation process will now begin.
Locking Mailboxes: Research and information gathering continues. In the meantime, the board still needs to determine which five existing mailboxes are in the worst shape so that they can be replaced with the five new surplus mailboxes currently on hand.
Perimeter Fence: Research continues to determine if, in the future, it may be cost effective to replace the perimeter fence with something other than wood as there are now numerous other options that require less maintenance/more cost effective repair and maintenance.
Common Area Damage: Recently, several utility companies have failed to satisfactorily repair damage to common areas, mainly damage to the grass, after performing work. The Secretary will contact these companies and/or the county/Virginia consumer affairs, as necessary, to get this damage repaired. This will include getting exposed wires/cables buried or otherwise properly taken care of.

New Business: In depth research of new business will be deferred until the Reserve Study has been finalized.
Entrance Sign: Replacement of the entrance sign, so that it reflects the community’s correct name – Leewood vice Leewoods; incorporating our community name into the main perimeter fence when the time comes to replace that fence and an entrance sign stating our community name at the Leebrad entrance to the community are all suggestions that will be included in the Reserve Study. Each idea will be looked at more closely once the Reserve Study is final.
Street Signs: Posting signs at the entrances to our community in an effort to stop some of the cut-through traffic in Leewood. Signs could read “Private Neighborhood. No Thru Traffic” or something similar.
Benches: Installing benches at various common area locations, to coincide with the placement of lights has been suggested and will be looked at in more detail along with the Reserve Study. No research has been started re: costs etc.

Adjournment: The Board adjourned at 8:48 pm.

Certified for the record:

___________________ _____________
Rose Weber, Secretary Date
LHOA