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

Rod Strawderman, RCS Management

            Rod Prepared an agenda.

            HOA Website. Milagros informed Rod that our website is up for renewal. Renewal will be about $175. The Board voted to renew.

            Milagros recommended taking her name off of the website account, and that Rod become the POC for the account. Rod and the Board voted 'yes'.

            Dry Pond Complaint.  Rod received a letter from the homeowners at 3733 Valley Oaks Drive.  They expressed reluctance toward paying the 2005 increase in HOA dues due to the poor condition of the Dry Pond area.  A letter was sent to the homeowners, ensuring that they understood that there is no connection between HOA dues and the performance of Madison Homes on the Dry Pond and their eventual Bond Release.

Matt Flanigan, President

             Annual Meeting, 2005.  Matt began planning for the 2005 Annual HOA Member Meeting. It is scheduled to occur on 31 March.  It will be held at the Fairfax County Government Center .  Matt will draft up an announcement letter to all homeowners, stressing several important issues which need to be covered.  Some of these issues are:  Madison 's Bond Release, the need to increase annual dues next year, and the need to elect new Board members now.

Allen Urban, Treasurer

            Aging Receivables.  Only one homeowner was late/is carrying a late payment charge - 3726 Valley Oaks Drive.

            2003 Audit.  The 2003 Audit was completed, in DRAFT form.  Allen & Rod anticipate signing a Management Letter soon.

            Money Market.  Allen recommended, and the Board approved, moving $5,461 from the HOA checking account into the HOA Money Market Reserve Account.  This will bring our Reserve accounts in balance with our 2003 audited reserves and 2004 reserve contribution in compliance with our bylaws.  The HOA will still have ~$7,000 in the HOA checking account at the end of January.

            Reserve Planning.  Long Fence has declined to come out and provide input to the HOA's long-term O&M budgeting process.  Long Fence provided Allen with a couple rules of thumb on how long fences and masonry structures should last.

            The Board decided to project capital maintenance requirements for the next 25 years, versus using the entire expected useful live, for the masonry structures, of 50  years.

            By law, the Reserve Plan must be reviewed every five years.

            Rod will supply the Board with copies of how other HOAs have planned their Reserves, as that information becomes available.

            2005 Annual Budget.  Even with the 5% dues increase for 2005, the budget is still going into the red.  The HOA will need to pay higher dues just to maintain its current level of common services.  Additionally, the HOA can expect to pay for its own road snow removal next year due to county budget restraints.

            The Board approved the 2005 Annual Budget.

            2006 Annual Budget.  For 2006, The Board will need consider what action to take regarding dues increases.  Rod voiced concern over any one-time special assessment when it is not related to any specific need/benefit.  The more likely action is to have the HOA members vote on an increase above the Board’s maximum allowable limit.

Steve Wheeler, Vice President

            Bond Release - VDOT Inspection.  A month ago, Steve had received an email from Madison Homes stating that they had passed their VDOT Inspection, critical to their County Bond Release.  Steve wanted to know what would come next in the bond release process.  Oddly, a few days ago, Steve received another email from Madison stating that they are negotiating with VDOT.  No further clarity has been gotten from Madison , yet.

            Landscape Contract.  Steve noted that the HOA needs to renew its landscaping contract.  It was agreed that Rod would open negotiations with the incumbent, Valley Crest (Mary McDermott).

Ricardo Urdaneta (ACC Representative)

Rod reported that work had been largely done, and done shortly after the formal ACC Violations Board Hearings.  The small amount of outside repair work remaining will be re-examined as the weather improves this Spring.

            The next neighborhood walkthrough inspection will be this Spring.

            One fence project request, for 3722 Valley Oaks Drive, was approved.

            A new ACC Project Request Review process was brought up.  It was recommended that after the ACC request is sent to Rod, he then simultaneously emails the request to all members of the ACC.  Rod would wait some nominal period, like seven calendar days, for responses from the ACC members.  Rod would then provide the appropriate response to the homeowner.  The Board voted 'yes', to give it a try.

New Business:

            No further additions.

The 2005 Annual HOA Member Meeting is scheduled to occur on 31 March 2005, at the Fairfax County Government Center building (located at 12000 Government Center Parkway , Fairfax , VA 22035-0012 ).    The meeting's start time is 7:30PM.

The next Quarterly HOA Board Meeting is tentatively scheduled for 7:30PM, 26 April 2005, at TBD.