Leewood Homeowners Association
Board Meeting
Minutes

June 10, 2008

Board Members Present: Also Present:
Janet Rourke – President Al Sanford – Chair, G&M
Ramanuj (Bob) Chilakamarri – VP Leona Taylor – Financial Secretary
Rose Weber – Secretary Al Carchedi - Homeowner
Maggie Pitotti – Treasurer
Melinda Ford – At Large

Convening: Meeting was called to order at 7:34 pm. Meeting was held in the Phillips School Library.

Architectural Review Hearings: There were three scheduled ARC hearings. The Board convened an Executive Session to deliberate at 9:22pm, adjourned the Executive Session at 9:35pm and reconvened the regular meeting. Violations at 7015 Leebrad Street were corrected and case was dismissed. The Board voted to assess penalties, beginning July 1, 2008, for violations at 7037 and 7041 Leebrad Street. Hearing decision letters will be sent to those homeowners.

Minutes: A motion was made to approve the minutes of the May 13, 2008 regular meeting. The motion was carried and the minutes were approved as written, signed and accepted for the record.

Open Forum: Homeowners Stacy& Josh Mills were present to discuss a drainage problem on their property and to seek the Boards approval to dig a trench to install a drainage pipe and correct the problem at their own expense. They will speak to their neighbors so that all those affected are in agreement with the plan of action. The Board had no problem with this and thanks the Mills’ for their proactive attitudes and solution to the problem. Leona Taylor mentioned one of the common area lights is not working. The Board President will contact Dominion to get the light repaired.

Officer Reports:
President: Asked whether the Board wanted to participate in National Night Out 2008. This is an opportunity for our community to partner with local law enforcement against crime and drugs in our area. The Board agreed we should plan Night Out activities (5 August from 6-9pm.), although no particulars were discussed. The President also reported that the At-large, the Secretary, the VP and she successfully removed four of the dead trees in the common areas and pruned another. A 2% fuel surcharge has been added to J&M invoices and is within the parameters of our current contract. Also discussed was the fact that the J&M grounds and maintenance contract is due to expire this year. The Board will get 5 bids, select the best three proposals and then decide on a new contract. J&M will be one of the five bids sought. The discussion of Reserve Study actions is below under Grounds & Maintenance.
Vice President: Nothing to report.
Treasurer: Discussed concerns with regard to the Homeowner Accounts roster and the roster of delinquent assessments. Needs the records from previous years. The Financial Secretary answered what questions she could and will meet with the Treasurer to go over the accounts. Additionally, the Treasurer will be researching investment opportunities as some Leewood investments (bonds/CDs etc.) are maturing.
Secretary: VDOT has agreed to conduct a traffic study to determine if there is validity to the need for a left turn lane from Backlick onto Leestone. The study will include traffic counts to determine if more cars turn left onto Leestone from Backlick or right onto Leestone from the other direction. They will also research accident history for those two locations. They did not provide a date(s) this would occur, just that the study was on the list of approved projects. The Secretary has not yet approached any pet owners with regard to donating towards the cost of four “clean up after your pet” signs.
At-Large: Provided an update on drainage & mailboxes. With regard to mailboxes, she met with the local Postmaster who is still working with USPS headquarters to get specifics on what they may or may not be able to fund. Information on drainage is below under Grounds & Maintenance.

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): Hearing letter(s) will be sent for alleged violation(s) at the following properties: 7041 Leebrad Street.
Extensions: There were no extensions requested/granted. However, penalties were forgiven for violations that had been repaired at 7036 Leebrad Street. These violations had been corrected prior to penalties being assessed, but the Board was unaware, ergo the forgiven penalties.
Hearings to be re-scheduled: There were no hearings to be rescheduled.
Second violation notices: There were no second notices to be sent.
With Lawyer: Two cases are with the lawyer and one of those is scheduled for court. One case has been appealed. A request was received from a homeowner requesting that a court case regarding his property be dismissed. The Board voted to continue with the case with a vote of 3 for and one against.

Grounds and Maintenance: Pruning and mowing issues with J&M have been addressed. J&M was responsive to our request not to prune the new clean-up day plantings and other common area plants that were too severely pruned previously. The At-large has been working with J&M on a proposal for the drainage project behind 7001-7029 Leestone Street. Because of the expense associated with this project, and until a few more proposals are sought and/or the County can weigh in, a decision will be deferred. The reserve Study was reviewed to determine what projects were on the schedule for 2008. Street/repair on Bradgen Court and sidewalk repair on Leebrad Street were discussed. Proposals/estimates will be sought. Four drainage projects remain; the areas near 7018 Leebrad Street; 7000-7008 Leebrad Street; 5203 Bradwood Court and the area behind 7031-7037 Leestone Street. The Board will prioritize these areas, with the worst being done first.

Financial Report: A balance sheet and budget report were provided and reviewed. The 2007 audit was provided electronically and Board members were asked to review it one last time so it can be finalized. The President will sign and it will be returned in accordance with the Virginia POA Act.

New Business: There was no new business. However, it was noted that one of the large trees in the Granberry community (behind Bradgen) fell into the yard of 5258 Bradgen during the recent "tornado" storm and smashed the heat pump, knocked out windows, fence, etc. The HVAC system was destroyed and will be totally replaced in the next few weeks. Until then, there will be window AC units being used. In addition, damage was done to the sidewalk by the large crane that came in and lifted the tree over the house to remove it. The large tree trunk is on Bradgen Court and there is a lot of wood between the common area fence and the homeowners fence in the back. The Board Secretary & At-large will speak to the homeowner to determine what actions have been taken to remove the tree trunk and the other debris.

Adjournment: The meeting adjourned at 9:40pm.

Certified for the record:

___________________ _____________
Rose Weber, Secretary Date
LHOA