Leewood Homeowners Association
Board Meeting
Minutes

April 8, 2008

Board Members Present: Also Present:
Janet Rourke – President Leona Taylor – Financial Secretary
Ramanuj (Bob) Chilakamarri – VP Ann Bailey – Homeowner Accounts
Rose Weber – Secretary Bob Flynn - Homeowner
Mohammed Umar - Treasurer
Melinda Ford – At Large
Maggie Pitotti – New Member

Convening: Meeting was called to order at 7:33 pm. Meeting was held in the Phillips School Library.

Executive Session: The Board went into Executive Session at 7:34pm to select officers, discuss a pending court case. Executive Session adjourned and the regular meeting reconvened at 7:41pm.

Election of Officers: A motion was made to nominate Janet Rourke for the position of President of t Board, Ramanuj (Bob) Chilakamarri as Vice President, Rose Weber as Secretary, Melinda Ford, At Large and Maggie Pitotti as Treasurer, replacing Mohammed Umar. The motion was seconded and unanimously passed. Board positions are now filled as stated above.

Architectural Review Hearings: There were no scheduled ARC hearings. However, a representative appeared on behalf of the homeowner at 7036 Leebrad to discuss outstanding violations on that property. The Board granted the homeowner’s request for an extension to repair violations.

Minutes: A motion was made to approve the minutes of the February 12, 2008 regular meeting and the March 11, 2008 Annual Meeting. The motion was carried and the minutes were approved as written; signed and accepted for the record.

Open Forum: Bob Flynn was present for Open Forum to discuss possible options to address the problem of pet owners not picking up after their pets. He suggested we purchase signs that read “please pick-up after your pet” or words to that effect. Available commercial signs were discussed. Cost and feasibility of these signs will be researched and discussed at the next meeting. Overall, the board felt signs were a good idea, and if they were not expensive, it would be worth a try as pet waste is an ongoing issue.

Officer Reports:
President: Discussed the problem of owners vacating (selling/abandoning) property without any notification. The Board felt we needed to confer with County with regard to ways track property transfers. The President called for a vote on a previous request from a homeowner to remove trees on the common area that were allegedly interfering with the homeowner’s fence. Board members had previously viewed the trees in question and determined that the trees did not pose any threat to the property or fence. The request was voted and denied.

Vice President: No report
Treasurer: Thanked the previous incumbent for his service and said she was looking forward to serving on the Board. A short discussion of the duties of treasurer followed.
Secretary: Provided an update on the left turn lane; State has yet to take any action; County is tracking.

At-Large: Provided a matrix of street repair that indicates Leewood priorities-vs-those in the Reserve Study. Matrix outlined areas identified during the Board walk-thru assessment of the state of Leewood.

Committee Reports:
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: There are no hearing letters to be sent at this time.
Extensions: In addition to the extension discussed previously, an extension was granted for alleged violations at 5262 Bradgen Court.
Hearings to be re-scheduled: There were no hearings to be rescheduled.
Second violation notices: Second notice will be sent regarding violations at the following properties: 7015, 7037 and 7041 Leebrad Street.
With Lawyer: 4 cases are with the lawyer, 1 is scheduled to be heard and three cases are slated to go to the lawyer.

Grounds and Maintenance: There was no report from the G&M Chair, however the remaining drainage projects were discussed, specifically the area behind 5266 Leestone Court and the need to remove some dead trees. Also discussed were clean-up day plantings, many of which were donated. J&M will be notified not to prune these new plantings. It was felt that J&M’s pruning in the common areas late last summer was too severe and as a result they were not very pretty this spring. At the next meeting, the Board will do a short budget review to see if there is money to buy a tree for the corner of Leebrad and Leestone Ct. J&M has submitted a proposal for the drainage project behind Leestone St., but the Board is not convinced that their proposal is the right thing for the right money. J&M will come out again to review this. We may also get an independent proposal. J&M did aerate and seed those areas previously identified. They now need to get moving on the remaining drainage projects. Finally, J&M needs to be contacted to come and do the first mowing.

Homeowner Accounts: Report on current status of homeowner accounts was provided. Delinquent accounts were discussed. Also discussed was the need for a back-up person to manage homeowner accounts to avoid accounts getting behind in Ann’s absence. It was decided that the board treasurer would provide this backup.

Financial Report: A balance sheet and budget report were provided and reviewed. The 2006 audit was reviewed and a motion was made and carried to approve the audit. Audit was signed and will be submitted by the financial secretary.

New Business: Several items of new business were put forth from the floor at the Annual Meeting. They were each discussed:

Website: The possibility of secure e-mail for homeowners & flags or some other method to let users know when something new is added to the main page. Also, request that assessment reminders be posted on website. Webmaster will be invited to the next meeting.

Assessment checks: Late processing of checks was discussed with Homeowner accounts volunteer, who will ensure it is better in the future.

ACH Account for Assessment Payments: While this is a great idea, it is not financially feasible as it involves the purchase of electronic rights and securities we simply cannot afford.

Adjournment: The meeting adjourned at 8:45pm.

Certified for the record:

___________________ _____________
Rose Weber, Secretary Date
LHOA