The President opened the meeting at 7:30PM; last quarter's meeting minutes were accepted.

Rod Strawderman, RCS Management

            3701 Valley Oaks Drive Auto Damage:  Rod began with a note that the car damage at 3701 Valley Oaks Drive is, at least, partially repaired.  The tree and fence were replaced.  Rod did not know about any brick repair, but he would investigate and notify the Board.

            The 3701 Valley Oaks Drive incident was particularly ugly because of all of the parties involved.  Madison should have held a strong position in coordinating the repairs, but they balked and initially withdrew.  The Board discussed how this type of situation should be handled after Madison's Bond is released, i.e., what would be the responsibilities of the remaining parties, and what might be the HOA's obligations?  To answer these questions, Rod will set up a meeting with our lawyer to discuss HOA responsibilities.

            Fall Neighborhood Walk Through:  Rod discussed his plans for the upcoming Fall Neighborhood Walk Through by the ACC and him.  He is planning to focus on dead trees, as the Fall is a good time for arbor replacement.  He is also going to look for houses that need winterizing repair work, where a small repair now will prevent Winter's weather from making the repair worse by the Spring.  Rod will call Ricardo and confirm the walkthrough date of Saturday, 23 October. 

            3728 Valley Oaks Drive HOA Release:  Rod made a final check with the Board on giving a Release to the sellers of 3728 Valley Oaks Drive.  The Board noted that a drainage issue between 3728 Valley Oaks Drive and their neighbors at 3726 Valley Oaks Drive was closed out.  The Board asked Rod to provide the Release to 3728 Valley Oaks Drive

            3725 Valley Oaks Drive Contact:  Steve Wheeler asked Rod if he had contacted his new neighbors, at 3725 Valley Oaks Drive, since they moved in about five months ago.  Steve has spoken to them directly, but is not comfortable that they understand about the HOA dues-paying process.  Rod said that he would make personal contact with the homeowners.

            IRS:  The IRS finally issued the HOA a new EIN/TIN.  A copy of  the front pages of the HOA's previous Form 1120s will be transferred to the HOA's new account.  Our Auditor, Jim Daley, is not charging the HOA for this account clean-up.

            SunTrust Bank:  Rod filed the new signature cards for the HOA Operating/ Checking accounts.

            HOA Financial Statement:  Rod emailed copies of the HOA's Balance Sheet, Revenue and Expense Report, and Unexpended Budget Report.  The numbers are nominal.

Allen Urban, Treasurer

            Quarterly Dues:  Rod sent a notice, with the last quarterly billing, stating the dues would be increased for 2005 by 5% (as allowed per by-laws), along with an explanation as to why and also state no increases have been incurred to date for homeowners since inception.  This was done, and there has been no feedback from any of the homeowners.

            Aged Receivables:  There was a large number of homeowners listed as late in paying their dues for October.  This is probably an error due to the Management Company's personnel having been recently pre-occupied with reconciliation, and not depositing the otherwise timely payments in the bank, yet.

            The owners of 12694 Valley Oaks Court are currently OCONUS, and are two months late in their dues.  Rod will contact the homeowners directly.  Additionally, Bob reported seeing several large, water damaged boxes on their front porch, along with a half-dozen newspapers.  Rod will contact the homeowner's management company about the front porch.

            Reserve Account:  About six months ago, the Board moved some money from the HOA's Money Market Reserve Account into a CD.  This action reduced the Reserve Account value to just under $3,000.  It was recently noted that Sun Trust Bank has been charging the Reserve Account a $12/month management fee, as the account is now below a $3,000 minimum.  Since all of the HOA money is still within the same bank, Allen is going to talk to the Bank's president and ask for the management fee charging to be halted, and that the fees charged to date be returned to the HOA's Reserve Account ($72).  The HOA will gladly increase its balance by about $15 - $100, from the Checking Account, to avoid future fees.

            FY05 Budget:  Allen and Rod will work on a budget for FY05 in November.

            Reserve Study Process:  Information to develop the study is being researched.

Steve Wheeler, Vice President

            Dry Pond Grass:  Steve will talk to Madison about reseeding portions of the Dry Pond, before Winter hits.

            Dead Tree Removal:  One homeowner was concerned about a dead tree in a common area by their home.  Madison investigated and could not find a dead tree.  The Homeowner was asked to mark the dead tree.  There is no more word on this issue.

            Concrete Aprons:  Prior to Madison's Bond release, the County is no longer going to require certification for proper soil compaction under every driveway's concrete apron.  However, there may be some core drilling of asphalt driveways.  This possibility is all that is known for now.

Rod for Ricardo Urdaneta (ACC Representative)

            ACC Violations:  Rod will call Ricardo soon and get an update on the previously outstanding ACC violations:    3731 Valley Oaks Drive, front door.

                                                3703 Valley Oaks Drive, foundation.

                                                3714 Valley Oaks Drive, foundation.

            Rod will email the Board with an update.

            New ACC Requests:  There have been no new ACC requests over the past quarter.

Bob Morin, Secretary

            New Streetlights:  New streetlights were put up along Rugby Road several months ago.  Bob and his neighbors felt that their homes were now receiving an inordinate amount of light.  Bob received a lot of support from County Supervisor Frey's staffer, Mike Coyle.  Bob made some calls to contacts suggested by Mike.  Eventually, Bob began emailing another County official, Felix Bermejo.  Apparently, the County has hired Dominion Electric to install and maintain hundreds of thousands of streetlights.  The County has had many issues with Dominion on the streetlights.  Bob's complaint conveniently fell into the bucket of complaints.  The County was able to get Dominion to readjust the streetlights within a couple of weeks, and the effect was significant.

New Business:

            Old Board Members:  The need was again noted 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.  Gary Jackson's meeting attendance was appreciated.

The next Quarterly HOA Board Meeting is tentatively scheduled for 7:30PM, 20 January 2005, at Steve Wheeler's home.