Leewood Homeowners Association
Annual Meeting
Minutes

March 11, 2008

Board Members Present:
Janet Rourke – President
Bob Chilakamarri – Vice President
Rose Weber - Secretary
Mohammad Umar – Treasurer
Melinda Ford – Member-at-Large

Convening: The meeting was called to order at 8:10pm at the Immanuel Bible Church, 6911 Braddock Road, Room 412, Springfield, VA 22151. The meeting was preceded by a short period of socializing and light refreshments (7:30-8:00pm).

The 2008 Annual Meeting was attended by twenty-six (26) “vote-eligible” homeowners. In addition, four (4) proxies were received for a total of thirty (30) possible ballots cast. There were a total of thirty-seven (37) residents in attendance (homeowners, spouses, partners, roommates etc.). Quorum was established.

Officer Reports:
President: The President welcomed those in attendance and thanked those who have volunteered in various capacities throughout 2007. The President also thanked the volunteers who worked on the planning and execution of the annual meeting. “Good neighbor” practices were also mentioned. The President asked that all residents pick up trash when they see it, be mindful of parking courtesies and for those with dogs, please pick up after them. The President briefly recapped what the Board accomplished in 2007, to include: common area lighting; completion of several drainage projects; the removal of several dead/damaged trees, installation of a “No U-Turn” sign at Braddock Road and Bradwood Street and the initiation of a formal traffic study to validate the need for a left turn lane from Backlick Road onto Leestone Street. The President also outlined the Board’s plans for 2008, to include correcting several more drainage issues and locking mailboxes. The President invited everyone to participate in Spring Cleaning Day during April to pick up trash and other small debris around Leewood. With regard to keeping Leewood clean, the President suggested the possibility of creating an “Adopt-a-Common-Area” program, wherein residents could “adopt” a specific common area in Leewood and by doing so, be responsible for keeping that area clean, and maintain the vegetation in that area (planting/pruning etc.).
Vice President: No report. Gave a few words of thanks and welcome.
Secretary: Announced that the State had agreed to conduct a traffic study to determine feasibility of installing a left turn lane at Braddock Road and Leestone Street. The Secretary read the e-mail from the County advising Leewood of this.
Treasurer: No report.
At-Large: Discussed the way ahead for the locking mailbox project.

Summaries from Committee Chairs:

Architectural Review Committee: Janet Rourke reminded residents that the ARC spring walk-through was just around the corner and encouraged everyone to do a self-inspection soon and correct what they could before the ARC committee did the walk-through and had to start issuing violation notices. She also thanked everyone for working with the ARC to correct problems in 2007, which helped keep our community looking great. She also suggested that neighbors get together to have common repairs contracted in groups to save money (ie: fences, walks, porches).
Grounds & Maintenance: Al Sanford briefly provided an overview of the state of Leewood’s grounds; trees that were removed, trees that might need removed; intent to fertilize etc.

Report on State of Finances: Leona Taylor, the volunteer Financial Secretary, gave the following financial report: Assessments are charged to each homeowner and are used to pay both regular operating expenses as well as contributions into the repair and replacement reserve. The repair and replacement reserve is used to maintain the common property of the association (curbs, roads, signs, gutters, etc.). Over time, the assessments collected have exceeded the amount used for operating expenses and the reserve contribution.

Under the federal tax rules, LHOA has elected to only pay tax on its investment income. An IRS ruling, Revenue Ruling 70-604, allows homeowner associations to rollover excess assessment income from one year to the following year. The IRS ruling holds that the assessment income that is rolled over is not taxable income to the association. A separate election (resolution) must be made by the owners/members to do this rollover. Our accountants have advised us that by adopting a resolution that permits this rollover we are then assured that we can choose the tax filing method that results in the lowest taxes. The board adopted a standing resolution in February, 1996 to make the assessment rollover possible. This resolution was ratified at our 1996 Annual Meeting. To be conservative, the membership has ratified the resolution each year. Balance sheets were provided, reviewed and discussed when questions arose.

Election of Board Members and vote on tax resolution and by-law changes: Maggie Pitotti was nominated from the floor for the open Board position. She accepted the nomination and after a short break for those in attendance to vote and cast ballots, the following results were announced:

Board elections: Maggie Pitotti was elected to the Board of Directors (23 “yes” votes/5 “no” votes/2 invalid votes); the tax resolution was passed (27 “yes” votes/3 “no” votes).

Open Forum: Numerous residents expressed concern over how long it takes assessment checks to clear/post. This is a valid concern and will be discussed with the volunteer who handles homeowner accounts so that checks will be processed in a timely manner in the future. The possibility of opening a Leewood account that can receive electronic payments was also discussed; the Board will research this. It was also suggested that assessment reminders be posted on the website. The web master will do so in the future. Group repairs were discussed and the board agreed to print a flyer listing some of the more common repairs (fences/flag stones, porch rails etc.). The possibility of a left turn lane was discussed and the Secretary agreed to post updates on the website. The recent zoning letters received by homeowners were also a cause of some concern as it is unclear to numerous residents. A Board member will call and get clarification. Residents also expressed interest in a “secure” e-mail list on the website. This idea will be researched.

The meeting was adjourned at 9:18pm.

Certified for the record:

___________________ _____________
Rose Weber, Secretary Date
LHOA