Leewood Homeowners Association

Board Meeting Minutes

August 9, 2016

Board Members Present: Guests Present:

President: Patricia Willingham Stephen Greer

Vice President: Janet Rourke Al Sanford
Treasurer: Leona Taylor
At Large: Dayna Roy

Convening: The meeting was called to order at 7:37 pm at the Phillip School, 7010 Braddock Road, Annandale, VA 22003.

Approval of past minutes: A motion was made and seconded to approve the June and July meeting minutes. The motion was approved.

Open Forum:

Al Sanford brought a few items to the board’s attention:

• Al recommends that the speedbumps be painted.
• The stripes and number painting done last year is already starting to peel in some areas. The vendor has said that they will come back and makes repairs. It was recommended by Al that we contact the vendor and take advantage of his offer –sooner rather than later. It was asked if the vendor were to come back, are there any other paint issues to address? The two spaces with the duplicate lot number should be corrected.
• A motion was made and seconded to have the vendor repair the stripe and number painting and correct the duplicate lot number designation. The motion was approved.
• Al has been in touch with the Van Dorn district representative of VDOT Michael Collier. All is talking with him about a number of issues with the public streets that surround Leewood, such as the facing for the catch basin that was pull off by the snow plows and sidewalks that pool water. Al just wanted to notify the Board in case Board action or intervention is needed at a later date.
• Al indicated that he communicated with the county inspector on the issue of Verizon possibly perforating a storm water drainage pipe and the impact on Leewood. Al was provided with the name of the county civil engineer. Al will reach out to the engineer to discuss the drainage issue by 5273-5275 Leestone Ct. Again, Al wanted to notify the Board in case Board action or intervention is needed at a later date.
• Dayna mentioned that broken pipes seem to be prevalent issue at the moment. There is an issue by 5203 Bradwood Street, and another near 7002-7004 Leebrad Street.

Officer Reports/Updates:
President- No report.

Vice President- Janet has pulled together the questions for the attorney on the collection policy but has not yet communicated with the attorney.

Secretary- No report (absent).

Homeowner Accounts- Leona reported that Maggie will send out the report tomorrow; however, no payments have been received on the older delinquent accounts.

Treasurer- No financial report was presented, as the bank and investment statements were not yet received. Leona will post the financial statements to the website when completed. In general, income and expenses are within budget with the exception of snow removal expenses from the January blizzard.

Capital One Bank paperwork will be deferred to the next meeting when all the board members are available to provide the required personal information.

Leona provided the monthly newsletter from Supervisor Penny Gross to the webmaster for posting.

Leona indicated that she would like to send out a RFP for association management services. In light of the older age of those volunteering for the association, the recent concerns about parking, trash and ARC enforcement, whether to convert the homeowner accounts to QuickBooks, and other concerns, the association needs to have information on the potential costs of moving to a management company from the current self-managed approach. This information will be useful for budgeting, future planning, and communicating with homeowners on the need for volunteers. The Board agreed to the suggestion to gather information on association management.

Leona reported that the webmaster was not able to locate a parking ticket roster on the website. The webmaster did see a board-only section on the website that has not been used.

Leona asked about the e-mail received from the homeowner about shopping bags used for trash and porch lights not being used at night. Pat had already indicated that the homeowner should talk directly with the neighbors. Dayna will be sending out the standard letter on trash regulation violations and will include the cited owner.

At-Large- No report.

ARC: Dayna provided a report showing 8 second letters and 6 new letters ready to be issued; 3 extensions are also being granted. After discussing the second letter violations, a motion was made and seconded to approve sending the second letters. The motion was approved.

G&M: The Board continued its evaluation of the proposals received from the three remaining landscape firms. Actions completed from the prior meeting:

• Leona reviewed the Better Business Bureau website on the various companies and provided that information on ratings, complaints and other company information to the board members.
• Board members developed follow-up questions for the companies. Pat sent out the questions and distributed the responses to the board members.
• Pat provided an updated version of the chart she has prepared comparing the proposals.

The first question discussed was whether the current firm should still be considered based on experience with that firm over the existing contract. There were mixed feelings among the board.

Leona then facilitated a discussion of evaluation criteria and how each firm compares to the criteria:

Consideration	Professional	Premium	Peters
Better Business Bureau rating	A+	A+	No rating
Price	$109,575	$119,952	$139,263
Location	Lorton	Fairfax	Chantilly
Snow removal	$132 hour $275 minimum 12” – 20% premium	Provides service but did not provide contract	$135 hour $540 minimum 8” – 20% premium Holiday – 25% premium
References	Provided; will develop list of questions for calling
# clients	145	150 HOA/condos	40 mall/hotel/hospital

Based on the discussion, it was decided:

· Peter’s would be removed from consideration, as its focus is larger entities –malls, hotels, and hospitals- not consistent with the needs of a HOA.

· A sample snow contract or rates should be obtained from Premium.

· Board members should visit the locations of the references provided by the other two companies. For those that can make it, 1:00 on August 19^th was agreed for a group tour. Any member may also view the properties independently.

· The references will also be contacted once a list of suitable questions is developed.

The revised proposal for tree removal discussion was tabled to the next meeting.

Old Business: Items from prior meetings still to consider:

• Parking issues:
• Recommendation from homeowner to contract parking enforcement to Dominion Towing Company (pending management company research)
• Documenting process for issuing tickets, notifying other board members (parking ticket roster) and towing
• Notifications to homeowners on new yard waste rule effective March 2017
• Updating tree maintenance plan
• Updating website content and capabilities (pending management company research)
• Converting homeowner accounts to QuickBooks (pending management company research)

New Business: Stephen Greer, homeowner, reports on his efforts to coordinate National Night Out. He received good feedback, and some owners/residents asked about whether more frequent gatherings could take place. Although nothing is currently included in the 2016 budget for other gatherings, it was suggested that Stephen consider and bring suggestions to the Board for the 2017 budget since the budgeting process will begin at the next board meeting. The board thanked Stephen for his efforts.

The meeting was adjourned.

Certified for the record:

__________________________________________________ _____________________
Leona Taylor, Treasurer Date