Board Meetings Minutes           

Wednesday, October 10, 2001

In Attendance:

Steve Wheeler

Colin Klett

Matt Flanigan

Craig Honour

 

Tony Baumgartner

 

Julie Thompson, Dominion Management Company

The meeting was called to order at 7:37 p.m., by Steve Wheeler.

The meeting minutes for the September 25, 2001, meeting were reviewed. Craig made a motion to approve the minutes. Matt seconded the motion and it was unanimously approved.

Matt provided a letter of introduction which he recommended be sent to all owners prior to violation letters being sent. The Board reviewed the letter and requested that Management send the letter to all owners as soon as possible.

Sample architectural letters and a violation listing by lot were provided and reviewed. The Board discussed the type of letter that should be sent to owners of lots that need to correct architectural issues. These letters will be sent, and follow-up will take place.

A discussion was held regarding the future of the Architectural Control Committee. Colin noted that the Committee's chairperson had resigned, therefore the Committee consisted of two members. Julie indicated that for an annual fee of $430.00, Dominion Management Company would complete the inspections and provide follow up. Steve noted that if Dominion Management Company would perform this duty, the Board could work with the existing members of the Committee to review all applications. Steve made a motion to approve an expenditure of $430.00 per year to have the architectural inspections completed two times per year by Dominion Management Company. Colin seconded the motion and it was unanimously approved.

Tony indicated that he had made arrangements to hold a meeting with the representatives of INOVA on Monday, October 22, 2001, at the building next to the Hospital. Tony will provide their representatives with a list of questions requesting an explanation on the parking structure, view of the new building, fencing issues, traffic and property value. Steve volunteered to send an email to everyone in the community to advise them of the meeting. He requested that copies be sent to the folks that live on Alder Woods Drive.

Craig reported that he had updated the reserve table, removing items that were not the responsibility of the Association, and adding a cash flow chart. He noted that at the rate of investment in reserves, the Association would not have a deficit in the reserves for approximately 50 years.

Steve indicated that he had met with Mark Green of Green enterprises. Because Mark will be completing a treatment for killing the weeds, the over-seeding will not take place until this treatment has been completed. Mark will over-seed the storm water detention pond area as well.

Julie provided an updated page seven of the 2000 draft audit which noted the proper numbers for the accumulated funds for the years ending 2000 and 1999. Matt made a motion to accept the draft audit as corrected. Steve seconded the motion and it was unanimously approved.

A draft budget for 2002 was presented. Upon review and discussion of the budget, Steve made a motion to approve the budget. Matt seconded the motion and it was unanimously approved.

Because the County has indicated that they will not complete the bond release process until the spring of 2002, it was noted that the snow removal will be the responsibility of Madison Homes this year.

Steve indicated that he would like to recommend some landscape enhancements around the storm water management pond, and along the guard rail. He will seek proposals and work toward a recommendation for the Board=s review. It was noted that this project cannot be completed until Madison Homes completes work on the storm water management area.

Colin noted that there are two dead trees along Rugby Road. Steve will report these trees to Madison Homes so that they can be replaced.

A brief discussion was held regarding the newsletter. This issue will be revisited at the next meeting.

The next regularly scheduled meeting will be held on January 8, 2002, at Steve's house.