Leewood Homeowners Association
Board Meeting
Minutes

October 14, 2008

Board Members Present: Also Present:
Janet Rourke - President Melinda Ford - Homeowner
Ramanuj (Bob) Chilakamarri - VP Leona Taylor - Financial Secretary
Maggie Pitotti - Treasurer
Rose Weber - Secretary

Convening: Meeting was called to order at 7:35 pm. Meeting was held in the Phillips School Library.

Minutes: A motion was made to approve the minutes of the September 9, 2008, regular meeting. The motion was carried and the minutes were signed and accepted for the record.

Open Forum: There were no homeowners present with issues for an open forum discussion.

Architectural Review Hearings: There were four scheduled ARC hearings. None of the homeowners appeared and none sent anyone to speak on their behalf. In three cases the Board voted to assess penalties effective 1 November 2008. In one case the violations had been corrected and the Board voted to dismiss the case. These four hearings addressed a total of seven violations.

Officer Reports:
President: The President called for a vote on the new Grounds and Maintenance contract. The three bids being considered were from J&M of Northern Virginia (our current company), Professional Grounds, and Shenandoah. The President and the Secretary met with the two companies that they were unfamiliar with at their sites. Based on their assessments of business practices, condition and amount of equipment and other various factors, the recommended company was Shenandoah. A motion was made to vote, the motion passed and Shenandoah won the vote unanimously. A motion was made to vote on renewing the Geoscape snow removal contract. The motion was approved and the vote to renew the snow removal contract was unanimous. Three bids for tree removal have been received and will be considered. A bid was received to repair the perimeter Fence on Bradgen. After assessing the damage, the Board believes the bid is too high for the work that needs done. The Secretary and Melinda Ford have volunteered to repair the damage themselves with some additional help from a few other residents. Repairs will be done in November.

Vice President: Continues to research establishment of a Neighborhood Watch program.

Treasurer: Report of current status of homeowner accounts was provided prior to the meeting. Accounts that are overdue/behind continue to be resolved, and collection of past assessments owed on foreclosed properties was discussed. Three accounts are with the lawyer for collection action. Treasurer also discussed her ideas for new/better outreach efforts that could help avoid and/or expedite collection of late payments.

Secretary: A summary of the completed VDOT study on traffic patterns at Backlick Road and Leestone Street has been received, via e-mail, from the County. The results found nothing that warrants a left turn lane onto Leestone Street. However, because no actual data was provided, the Secretary does not consider this initiative complete and will continue to pursue the matter with the State and County. The Postmaster General representative has re-initiated our funding request for locking mailboxes and their installation. The Leewood tree that fell into Judy Strickland’s yard has been removed and the bill received. This issue is now closed.

At-Large: Position is currently vacant.

Committee Reports:
Architectural Review Committee (ARC): The following motions were made and approved regarding active ARC violations:
Hearing(s): Notification of Hearing letters will be sent for three alleged violations at three properties.
Extensions: There were no extensions granted, but penalties were forgiven in one case.
Hearings to be re-scheduled: There were no hearings to be rescheduled.
Second violation notices: Second notices were approved and will be sent for six alleged violations at five properties.
With Lawyer: One case is with the lawyer.

Grounds and Maintenance: Removal of the large dead branch from one of our trees that is caught in some other branches and suspended over Mrs. Strickland’s fence and shed was completed. The G&M contract and the Bradgen Court fence repair were discussed above. The Secretary has not yet asked the County about the possibility of paving Bradwood Street.

Financial Report: The draft 2009 budget was provided and discussed at length. Some minor revisions were required and the budget will be voted on at the November meeting.
New Business: There was no new business introduced.

Adjournment: The meeting adjourned at 8:30pm.

Certified for the record:

___________________ _____________
Rose Weber, Secretary Date
LHOA