Leewood Homeowners Association

Board Meeting Minutes

April 19, 2017

Board Members Present:

President: Patricia Willingham

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

New member: Nathan Parsons-Schwarz

Convening: The meeting was called to order at 7:30 pm at 7026 Leebrad Street, Springfield, VA 22151.

Approval of past minutes: The Board reviewed the status of minutes for prior meetings.

• January: Need to get updated file from Heather.
• February: Edits were provided to Dayna, and various items reviewed/discussed.
• April: Edits were provided to Leona; Leona will resend to Janet in lower Word format.

Open Forum: No homeowners or residents were present.

Election of Officers: In preparation for the next meeting, the Board discussed roles and decided on the following board positions based on the committee and other roles held by some of the board members:

• Pat: President
• Nathan: Vice President
• Janet: Secretary
• Leona: Treasurer
• Dayna: At Large

Positions will be officially voted at the next meeting. Figuring out the positions will allow for advance preparation:

· Paperwork to update the various investment accounts can be prepared for signatures at the next meeting.

· The towing company can be e-mailed with the board member list.

· Janet will contact Heather to get the Secretary files.

Updates & Information:

As part of its planning process, the Board discussed various open issues to identify next steps and to bring the new board member up to speed:

• Mills drainage project: Board has easement agreement; promissory note has not been done; Board needs to select independent engineer. This work is all pending as we are waiting for the homeowner to provide written approval from FCWA that the drain can flow into the Braddock Road sewer drain.
• ARC: The Board discussed staffing of the committee and reviewed volunteers from the annual meeting. Dayna is starting the project to purchase the architectural review software application. She will be setting up a demo. Project is expected to have long-term benefits but will require a lot of work to get it operational. Dayna indicated that she has a short list of homes that need to get first letters; she hopes to get those out soon. Inspections will then be done on all the homes.
• G&M: The Board discussed staffing of the committee and reviewed volunteers from the annual meeting. Pat is planning to contact the volunteers and set up a meeting to transfer work to the committee. The hope is to get someone to head the committee besides Pat; Pat will check with Khaleaph. Work identified/discussed:
• Solar lights for entrance bed; Pat will research.
• Sidewalk repairs on Leestone Street identified at annual meeting plus any other sidewalks that need to be leveled: need to identify problem areas and get bids
• Streets: will need to get bids for regular maintenance (3 areas were identified in the draft reserve study for immediate work)
• Catch basin: repairs needed most likely in conjunction with street work
• Fence sealing identified at annual meeting
• Tree removal: Janet provided companies to call for bids on needed tree work
• Tree removal: Pat called and talked with the Braddock Mews board officer on pruning their trees that are affecting our homeowners
• Leona reported that she has worked on removing the graffiti from the tree and should be able to finish the removal without the need for a contractor
• Curb painting: contractor needs to be found to repaint the curbs (and correct the one wrong lot number)
• Leona will review prior expenditures for potential contractors

• Welcome: The Board discussed the content of the welcome packet and concluded that the packet should be updated with more relevant information such as the updated FAQ’s from the website. Information on assessments and the payment card probably should also be in the packet. Pat will hold the packets that she has from Judy Sanford. Leona will work on updating the packet.
• POAA: The Board discussed how to coordinate this activity with multiple volunteers. And since it is a legal requirement, how does the Board monitor that the packets have gone out? The Board also discussed that with the impending legislative session the packet needs to be reviewed to make sure it has all the required disclosures.
• Reserve study: The Board discussed the purpose of the study and the current status. Members are to review the study and provide any questions for the contractor at the next meeting since we have six months from the issuance of the first report to finalize it.
• Volunteers: The Board discussed the list of volunteers throughout the meeting and still needs to work on allocating the volunteers to the various committees to get the most benefit.

The meeting was adjourned at 9:30.

Certified for the record:

__________________________________________________ ____5/9/17_____________
Leona Taylor, Treasurer Date