Leewood Homeowners Association
Board Meeting
Minutes

August 12, 2008

Board Members Present:
Janet Rourke – President
Ramanuj (Bob) Chilakamarri – VP
Maggie Pitotti – Treasurer
Melinda Ford – At Large
Rose Weber - Secretary

Also Present:
Al Sanford – Chair, G&M
Al Carchedi - Homeowner
Chris Taylor - ARC
Mark Bodycombe - Homeowner

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

Minutes: A motion was made to approve the minutes of the July 8, 2008 regular meeting pending review. The motion was carried and the minutes will be sent via e-mail to Board members for review. Once they have been approved electronically, they will be signed and accepted for the record.

Open Forum: As a member of the former parking committee, Chris Taylor was present to share previous parking committee findings and provide some historical insight to what has been discussed and done with regard to parking shortages in Leewood. Chris relayed that there were no hard conclusions reached and that when it was all said and done the parking committee had the following suggestions, not all of which were feasible options: strict enforcement of existing regulations, designation of two spaces per home, creating some type vehicle registration system and providing parking tags, and converting common area into additional parking. Mark Bodycombe was also present to lodge a formal complaint about the car with flat tires on Bradgen Court that sits in an unreserved spot without moving for months at a time. The Board approved a motion to tow the problem vehicle on Bradgen Court on August 18th if it has not been moved by then. August 18th is the day street work begins so the tow truck will already be standing by.

Architectural Review Hearings: There were no scheduled ARC hearings. There was a special request from a homeowner to build a small retaining wall to stabilize their rear fence where the ground has eroded and slopes down from the corner of the fence. The Board Secretary went and spoke to the homeowner, discussed options and incorrectly agreed to the construction of a small retaining wall and possibly a small flowerbed to conceal the retaining if it was necessary upon completion of the wall, without full Board approval. Because this request was not approved by a vote of the entire Board, a Memorandum for the Record will be provided to the ARC by the Secretary (who approved the request) to validate the approval.

Officer Reports:
President: Discussed success of National Night Out 2008. The Board then decided to split National Night Out expenses amongst themselves rather than seeking reimbursement from the Association. Al Sanford also contributed. The President also discussed outstanding assessments of a foreclosed property that was recently purchased. The Board approved a motion to write off the outstanding assessments and start “clean” with the new owners. The President explained that because of the number of vehicle owners that ignore posted signs to relocate vehicles when work is scheduled, the Association will no longer be able absorb the cost of having cars towed to other areas in Leewood. From this point forward, those that do not move their vehicles in accordance with posted signs will be towed to the impound lot. Vehicle owners will then need to travel to the lot and pay towing/impound fees to retrieve their vehicles. The issue of the house on Bradgen that has a large number of vehicles associated with it was also discussed. The property owners, the property management company, and the residents will all receive a letter addressing this problem. The 2009 budget was not discussed due to the absence of the Financial Secretary. Renewal of the G&M contract was also mentioned. Bids have been received and will be provided to Board members for review.

Vice President: Shared information concerning the theft of a car belonging to a Leewood homeowner the same day of the sidewalk repair, or the night prior to the sidewalk work. The owner thought we had moved the car, as we did others, so work on the sidewalks could begin. However, after the owner had confirmed that we did not move that particular vehicle, it was determined that it had been stolen. The owner then reported the theft to the proper authorities, who did eventually recover the vehicle. The President suggested we look into a Neighborhood Watch Program for Leewood. The VP will research what is required to properly establish the program and will also take charge of the program, by first finding volunteers and then coordinating a kick-off meeting.

Treasurer: Investment opportunities/Leewood investments (bonds/CDs etc.) were discussed. Homeowner accounts continue to be resolved.

Secretary: The Secretary still has not approached pet owners with regard to donating towards the cost of four “clean up after your pet” signs. VDOT completed their study of traffic patterns at Backlick Road and Leestone Street. They concluded there is not enough traffic at the juncture of these streets to justify a left turn lane. A copy of the completed study has been requested and will be posted on the website when received. Based on specific findings, we may appeal the decision if enough of our homeowners agree to do so. The small section of perimeter fence behind 5278 Bradgen still needs replaced, but the tree removal company has repaired the damaged sidewalk in front of 5278 Bradgen. The Board Secretary & At-large will repair the fence. There is nothing new to report regarding the assessment of the health of the trees in and around Leewood. The Secretary and At-large have initiated action to take our request for USPS funded locking mailboxes and installation to the Postmaster General. While we are waiting on the outcome of our request, we will assess existing mailboxes to identify and replace those boxes missing doors that cannot be reattached.

At-Large: J&M has scheduled drainage work for lower Leestone behind 7011-7017; behind 7033-7037 Leestone and behind 5266 Leestone Court for 13 & 14 August 2008.

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.
Hearing(s): Notification of Hearing Letters will be sent for 13 alleged violations at four properties.
Extensions: There were two extensions granted for two alleged violations at two properties.
Hearings to be re-scheduled: There were no hearings to be rescheduled.
Second violation notices: Second notices were approved and will be sent for 18 alleged violations at 12 properties.
With Lawyer: One case is with the lawyer. A request was received from a homeowner requesting to settle out of court for a case that is in appeal. The case remains in negotiation.

Grounds and Maintenance: Trees were discussed. One of our trees dropped a large branch into the yard of a home that abuts the property line along the perimeter behind lower Leestone Street. The homeowner also expressed concern about another dead or partially dead tree on our property that poses a significant threat if it were to fall onto her home/property. The Secretary has agreed to contact Mrs. Strickland to discuss possible solutions to this problem. It was also suggested that the tree commission be contacted to provide concise guidance concerning liability for downed trees. The Sidewalk work has been completed as well as the Seal Crack portion of the street repair. Seal Coating of Bradgen Court is scheduled for August 18th. The Secretary and At-large will repair the small area of standing water in the common area along Backlick Road. A resident complained that the sidewalk repair caused damage to the grass near his home on upper Leestone, but by the time the Secretary inspected the area, no damage was found. It appears the grass was flattened on the day of the repairs, but has since bounced back.

Financial Report: No reports were provided for this meeting.

New Business: There was no new business introduced.

Adjournment: The meeting adjourned at 9:07pm.

Certified for the record:

___________________ _____________
Rose Weber, Secretary Date
LHOA