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      | Board Meetings Minutes
The meeting was called to order at 7:32 p.m., by Julie Thompson, of Dominion Management Company. Approval of Meeting minutes The meeting minutes for the September 12, 2000, meeting were provided by Dominion Management Company. Upon review of the minutes, Colin made a motion to approve the minutes. Teresa seconded the motion and it was unanimously approved. The meeting minutes for the October 10, 2000, meeting were provided by Teresa Nagle. Upon review of the minutes, Colin made a motion to approve the minutes. Tony seconded the motion and it was unanimously approved. Old Business Landscape Maintenance Contract Proposals had been received for landscape maintenance services for the 2001 season. Each contractor was provided the same set of specifications for their proposal. Julie noted that Green Enterprises is the incumbent contractor and provided the most competitive bid. Therefore, she recommended that the Board approve a contract with Green Enterprises, in the amount of $6,548.00. It was observed that Steve had provided input on the current contractor. After discussion, Tony made a motion to accept the proposal as provided by Green Enterprises in the amount of $6,548.00, with Steve overseeing the contract. Teresa seconded the motion and it was unanimously approved. Architectural Control Committee Colin announced that the two applications were pending; one deck that has been completed, and a front door change. The Committee was addressing each application. Colin also noted that the Committee has broken up into two teams to review the Design Guidelines documents that they had received. These teams will complete their work, and will report back to the Board with their recommendations. Basketball Hoop The basketball hoop has not been removed from the coul-de-sac on Valley Oaks Drive. It was decided that Teresa would approach the owners to request that they move the onto their property. Bond Release Work No changes have been noted in the bond release work. After a brief discussion, Julie was provided the authority to discuss a time line and detailed “punch list” with Madison Homes. If they did not respond by November 27, 2000, or noticeable changes made, Julie will ask the attorney to send a letter to Madison Homes. Roster Update Campaign Steve provided a listing of the homeowners in the neighborhood to each member of the Board of Directors with instructions to contact individual persons. It was noted that contact continues to be made and the list will soon be completed. Neighborhood Party Julie noted that a request was placed in the newsletter for volunteers. Due to the fact that this project is intended to occur around the annual meeting, this issue would be tabled until a later date. Web Page Information Tony provided that Milagros Nguyen has volunteered to provide web page services to the community. Milagros provided information on the development, upkeep, and cost of a web page to the Association. After a discussion regarding the details of a community web page, Teresa made a motion to authorize Milagros to set up a web site with the supervision of the Board of Directors. Colin seconded the motion and it was unanimously approved. Community Signage Colin reported that because the requested “No Outlet” sign has not been placed by the appropriate authority, he contact the State of Virginia. They have agreed to place the sign on the other side of the existing stop sign. Tony discussed the need to provide lighting for the front entrance features. This would better introduce the community during the after sunset hours. He requested that Management provide proposals for this project. New Business Neighborhood Safety Issues John Thomas relayed that some neighbors in the neighborhood allow their children to play and ride their bicycles in the street. After much discussion as to how to ensure that the children are safe, it was noted that an article will be placed in the newsletter to remind parents of the dangers of allowing children to play in the streets. Insurance Proposals Julie provided proposals from several insurance agencies. She noted that because Nationwide Insurance has committed to service homeowners associations, they can provide a very competitive insurance rate. She reported that for one million dollars in coverage, the premium would be $275.00 per year. The Board discussed the need for coverage, and the coverage amount. It was agreed that the minimum coverage amount should be one million dollars. Julie was tasked with securing proposals for umbrella coverage up to five million dollars. Tony made a motion to place the Association’s insurance with Nationwide Insurance immediately. Colin seconded the motion and it was unanimously approved. 2001 Draft Budget Julie reviewed and discussed the draft 2001 budget. She noted that she had discussed this budget with Patricia, the Association’s treasurer. She noted that Steve Wheeler had made several suggestions for the 2001 budget. The $300.00, for social activities was included as per his request. Julie indicated that Steve’s recommendation to invest $12,000 to $15,000 for landscape improvements was considered. She then directed the Board members to review the Balance Sheet dated September 30, 2000. With the funds available to the Association in the current savings and checking accounts, the landscape enhancements as well as the possibility of paying for the installation of lighting for the front entrance features could be realized. She recommended that the Board task Steve with securing a landscape plan and pricing so that the Board would know the extent of the expenses. Julie relayed that Patricia felt that $8,000 to $12,000 could be set aside for the funding of these projects so as to avoid the upcoming tax implications. Colin noted that an additional $35.00 per month needed to be added for the cost of the web page. Julie will add this amount to the administrative expenses, and resend the budget to all members of the Board. Upon further discussion of the budget, Tony requested that the budget not be finalized until Patricia and Steve had the opportunity to review the information and provide changes if necessary. Julie cautioned that while the Board did not need to approve the budget until a later date, she needed to order coupons, therefore, she needed to know if the Board had intended to increase the monthly assessments. It was noted that because the proposed budget allocated funds for a surplus, an increase was not necessary. However, the Board had previously discussed the possibility of changing the assessments to a quarterly basis. It was agreed that the coupons could be ordered, with a quarterly assessment and the budget would be approved after the corrections were made, and the other Board members had a chance to review and provide their comments. Colin noted that he had visited Fairfax County’s web site and found information posted on the web site that he did not want published. He indicated that you can send an email to the County to remove this information and recommended that this information be placed in the newsletter to alert other homeowners of this web site. A discussion was held to the scheduling of the next meeting. It was noted that due to Christmas and year end parties held in December, the next meeting would be held on the second Tuesday of January 2001. Tony volunteered to host the meeting at his house. With no other business to conduct, the meeting was adjourned at 8:30 p.m. |