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      | Annual Homeowners Meetings Minutes
The President opened the meeting at 7:30PM; last quarter's meeting minutes were accepted. Rod Strawderman, RCS Management Rod reviewed the financial documents that he had sent out earlier to the Board. Aged Receivables: There are twelve open (late) accounts. They are mostly for late charges. The owner owing the most is @ $305.28, but a payment may have been very recently received. Balance Sheet: It reflected the value of the new two-year CD, $22,500. Our Treasurer, Allen Urban, did quick work to set up that CD after the last meeting. Revenue & Expenses: This showed that we are following our planned 2004 deficit budget, and are on track to be $2,000 in the RED, for this twelve month period, by the end of this calendar year. The HOA will still have about $38,000 in the bank, overall. IRS: Our Auditor, Jim Daley, is still planning to file for a new EIN/TIN, maybe within the next month. Our financial history with the old EIN/TIN will move to our new EIN/TIN. Rod will keep calling (pestering) Jim to make it happen. SunTrust Bank: Rod brought a new signature card for signature by the Board. The existing signature card was out of date. Per the latest signature card, the Management Company (Rod), our President (Matt) and our Treasurer (Allen) will have the authority to sign fiduciary documents that the bank will honor. The signature card was appropriately signed. The Secretary certified the signatures/document. Rod will return the card to SunTrust. Our Springfield SunTrust Service Representative is Shaheen Fernando, 703-838-3392. Allen Urban, Treasurer Quarterly Dues: Allen led a discussion on HOA Quarterly Dues. The HOA has experienced rising expenses (e.g., garbage removal), but the Dues have never been raised. It was decided that the Board will raise Dues, starting in 2005, by the maximum allowed by the bylaws, namely, 5%. The Board will continue to evaluate if a greater increase will be needed in 2006. Rod agreed to send a notice with the next quarterly billing stating the dues would be increased for 2005 by 5% (as allowed per by-laws) to "X "(Rod to fill in) dollars and some explanation as to why and also state no increases have been incurred to date for homeowners since inception. Steve Wheeler, Vice President Valley Crest: Our Landscaping Company, Valley Crest, replied to an request for proposal from Steve. Their proposal was in response to Steve's Master Plan, to beautify our Dry Pond Common Area. The Board’s plan is to perform the beautification over 3 to 6 years. Steve has the Parts & Price list from Valley Crest, and he is waiting for a drawing of where the improvements would go. Dry Pond: The County needs to re-certify the re-sloping that was recently done by Madison. Dirt was removed, so the Dry Pond is larger, now. As new grass doesn't grow well in mid-summer, Madison may reseed as late as September. Perhaps they will use a seedy spray to cover bare patches in the Spring, which has worked well before. Concrete Aprons: Another outstanding County Certification is for proper soil compaction under every driveway's concrete apron. Purportedly, the engineering company which held these records for the past five years no longer has the records. So what will the County want done? Will the County want to wet-saw a hole in every driveway to check the soil compaction? Will this process distort the true compaction readings? If the County goes in a direction like boring every driveway, then Steve will contact Mike Frey (County Supervisor) for a sanity check. Matt Flanigan for Ricardo Urdaneta (ACC Representative) ACC Violations: 3731 Valley Oaks Drive has a front door repainted with a questionable color. Ricardo is still investigating if the paint used is in the original door color palette. Research to date indicates that it is probably not an original option, and that the door will have to be repainted from the original palette. The violation is on hold. 3703 Valley Oaks Drive had a request to delay, until 30 June, repainting their foundation. The Board had agreed, and Ricardo provided this recent re-inspection feedback: "The foundation paint was touched up in a few spots. The color used was similar, but didn't seem to match the original color. Most of the foundation paint is still in bad shape." Rod will send a letter to the Homeowners, explaining that the work to date has been unsatisfactory, and that the foundation paint problem needs to be corrected within 30 days of receipt of this latest letter. Ricardo will perform another re-inspection after this thirty day period, and will report the results to the Board for further deliberation and action. 3714 Valley Oaks Drive was delinquent in repainting its foundation. They were suitably warned, and are now almost 60 days into the $10/day fine. There has been no communication from the Homeowners throughout the entire process. The Board received Ricardo's recent re-inspection feedback: "No work appeared to have been done. The foundation paint is still in bad shape." Rod will send another letter to the Homeowners, explaining their current jeopardy, and the impending legal action. Any response from Rod's correspondence will be forwarded to the Board for further deliberation and action. Fall Inspection: Ricardo will be scheduling a Fall Inspection. Management Company Communications: The Board confirmed that Rod's use of broadcast emails to the Board, on ACC and other matters, is working well and should be maintained. New ACC Requests: There have been two new ACC requests over the past quarter. Both are for 12690 Valley Oaks Court, and are under review. New Business: New Homeowners: There was a discussion about new homeowners. Steve reported that he emails a welcome to the new HOA members, as well as trying to personally meet them and get their directory information. Old Board Members: There was a discussion on the need to begin searching for a minimum of two more potential board members in anticipation of the President and Vice President stepping down at the completion of their current term. Andy MacLean, Alternate board member, has been learning the ropes this year, so at least one more Alternate Director will be sought. Geico: An errant Rugby Road driver crashed into the backyard of 3701 Valley Oaks Drive. A portion of Madison's community fence and homeowner's landscaping was damaged. Geico cut one check to the homeowner, to cover all expenses. A request has been made to Geico to cut two checks; one for Madison and one for the homeowner. The next Quarterly HOA Board Meeting is tentatively scheduled for 7:30PM, 21 October 2004, at Matt Flanigan's home. The meeting adjourned at 8:50PM. |