Thursday,
April 26 2005
In
Attendance:
Rod
Strawderman, RCS Management
Gary
Jackson, President
Ricardo
Urdaneta, Director, ACC Chairman
Allen
Urban, Treasurer
Andy
MacLean, Vice-President
Ed
Sturms, Secretary
The meeting was called to
order by Rod Strawderman. With 5 of 5 members of the Board of Directors in
attendance, the meeting had a quorum to conduct Homeowners Association business.
1
Homeowners
Association Business
1.1
Selection of
Terms
The
first order of business was to select terms for the board members elected at the
Annual Homeowners Meeting. At the start of the Calendar Year 2005 term, the
following elections were made by the Board to fill the terms open in 2005:
a.
Mr. Andy
MacLean was elected to fill a 3-year term, 2005 – 2008.
b.
Mr. Gary
Jackson was elected to fill a 2-year term, 2005 – 2007.
c.
Mr. Allen Urban
was elected to fill a 2-year term, 2005 – 2007.
d.
Mr. Ed Sturms
was elected to fill a 1-year term, 2005.
Mr. Ricardo Urdanata continued in his term as a
continuing member of the Board.
See the diagram below for an illustration of the
historical and current terms of office
1.1
Election of
officers
After
selection of terms, the Board elected officers within the Board of Directors
selected by the homeowners. The
Board made the following election after a vote by the board members in
attendance:
a.
Mr. Allen Urban
was elected Treasurer.
b.
Mr. Ricardo
Urdanata was elected as the Board’s liaison with the Architectural Review
Committee
c.
Mr. Ed Sturms
was elected as Secretary.
d.
Mr. Andy
MacLean was elected Vice President.
e.
Mr. Gary
Jackson was elected as President.
1.2
2005 Annual
Homeowners Meeting
The officers discussed the 2005 Annual Fair Oaks Glen
Homeowners Meeting held 31 March 2005:
a.
The Board
prepared and has reviewed the DRAFT Meeting Minutes from the 2005 Annual
Homeowners Meeting
b.
The Board
agreed to distribute the DRAFT Meeting Minutes to the homeowners for review and
approval at the next Annual Homeowners Meeting scheduled for 2006. This decision
was based on the recommendation of R. Strawderman that the most convenient time
to seek homeowners approval of the minutes was at the next Annual Homeowners
Meeting.
c.
A. MacLean took
action to distribute the DRAFT minutes to the homeowners for their review via
e-mail and request that homeowners forward any amendments or comments to the
board for incorporation into the DRAFT minutes.
1.1
Financial
Status
1.1.1
Receivables
The
Board reviewed the Aged Receivables Report.
At the time the report was prepared, there was an unpaid balance of
$470.30 representing receivables from three (3) homes.
a.
Late Fee
notices had been sent on 13 April 2005 to these homes.
b.
With the
notices sent on 13 April, there is no need for further action by the Board at
this time. The status of these aged receivables will be reviewed at the next
Board meeting.
1.1.2
Balance Sheet
and Budget
After
review of the Aged Receivables Report, the
Board reviewed both the Balance Sheet
and the Unexpended Budget Report.
There are no actions required on these at this time.
a.
R. Strawderman
informed the Board that the Board needed to take action to update the signature
cards for the Homeowners Association. He
recommended that the newly elected President and Treasurer assume signature
authority for the Homeowners Association’s financial accounts.
b.
This
recommendation was placed before the Board for vote and the measure was
unanimously approved.
1.1.3
Homeowners Dues
R.
Strawderman opened a discussion on the subject of dues and coverage of future
operating expenses from the homeowner’s dues paid to the association.
a.
Because current
and projected operating expenses will exceed the amount charged to the
homeowners in dues, and any allowable increases in the dues annually, there will
be a persistent and worsening shortfall in operating income over the coming
years.
b.
The Board will
need to address with the homeowners the need to increase dues in an amount
greater than normally allowed in the Association’s governing documents.
c.
The Board
agreed to take up this issue at the next Board meeting planned for July 2005.
1.1.4
Reserve Study
A. Urban
questioned the ownership of the fence at the end of Valley Oaks Drive. According
to the plat of the community property, the fence does not appear to be on
community grounds. Since replacement of this fence was preciously included in
the reserve fund, the ownership of the fence must be determined.
a.
R. Urdanata
took action as part of his liaison with the ARC to attempt to determine the
ownership of the fence and whether or not the fence is located on community
property.
1.2
Contracting and
Grounds
The officers discussed:
a.
The community
web site is maintained by Ms. Milagros Nguyen on behalf of the community. The
board should contact her to make any changes to the web site.
b.
R, Strawderman
took action to inventory the softcopy minutes that he has and e-mail the
inventory to the Board Members.
c.
Mr. Steve
Wheeler supplied the Board with a notice from the county that the roads in the
community now belong to VDOT.
1.3
Architecture
Review Committee
R.
Urdanata reported that the Spring inspections would take place in late May.
Additionally:
a.
Ms. Harvey has
offered to serve on the Architecture Review Committee (ARC).
The Board approved the appointment of Ms. Harvey to the ARC.
b.
The ARC has 4
members, which R. Urdanata believes is insufficient.
He noted that there is one (1) more opening on the ARC for any interested
party.
2
Miscellaneous
Business Items
2.1
Governing
Documentation
R.
Strawderman reviewed with the new Board members the Homeowners Associated
governing documentation.
a.
R. Strawderman
to action to update the list of Board of Directors for the association and to
supply this newly updated list to any required licensing / governing agencies.
2.2
Annual Picnic
The
Board discussed a homeowner’s suggestion that the picnic be self funded as
opposed to funded (partially) through the associations annual operating
expenses.
a.
Records show
that last year’s picnic had a budget of $400 and an actual expense of $250.
b.
The Board
agreed to show restraint this year and reduce the budgeted / planned expense
from the $400 show in this year’s budget to $200.
This is the amount that will be budgeted for the picnic in June 2005.
c.
No Board member
at this time volunteered to organize the picnic.
The Board will solicit a volunteer from the community to organize the
picnic this year.
2.3
Liaison with
Madison
Homes
and Landscape Company
Mr.
Steve Wheeler, former Board member and current resident of the community has
offered to serve as a liaison with
Madison
Homes
and with Valley Crest, the current landscape company that services the
community.
a.
The Board
agreed to allow Mr. Wheeler to continue as the liaison with
Madison
Homes
. It is the desire of the Board to maintain the relationships Mr. Wheeler has
with Madison Homes and to serve as the liaison with them until such time as the
Board or Mr. Wheeler determine that this is not longer in the best interests of
the community.
b.
It is the
desire of the Board for Mr. Wheeler to continue his relationships with Valley
Crest with the understanding that the Board of Directors President is the only
member of the association authorized to sign contracts and commit the
association to contractual obligations.
c.
G. Jackson, as
President of the Fair Oaks Glen Board of Directors will serve as the single
point of contact between Mr. Wheeler and the Board. G. Jackson took action to
inform Mr. Wheeler of the Board’s decisions regarding liaison with
Madison
Homes
and with Valley Crest.
3
Closing
a.
E. Sturms has
the action to provide the Board members a copy of the DRAFT Meeting Minutes
documenting this meeting held on 26 April.
b.
The next
meeting of the Board of Directors is tentatively planned for 12 July 2005 at the
home of Ricardo Urdanata starting at 7:30 pm.
|
#
|
Action
|
Assignee
|
Status
|
Date
Opened
|
Date
Closed
|
|
1
|
R, Strawderman to inventory the softcopy minutes that
he has and e-mail the inventory to the Board Members
|
R. Strawderman
|
Open
|
26
April 2005
|
|
|
2
|
A. MacLean took action to distribute the DRAFT
minutes to the homeowners for their review via e-mail and request that
homeowners forward any amendments or comments to the board for
incorporation into the DRAFT minutes.
|
A. MacLean
|
Open
|
26
April 2005
|
|
|
3
|
Update the signature cards on the Association’s
financial accounts to change signature authority to the newly elected
President and Treasurer.
|
R. Strawderman
|
Open
|
26
April 2005
|
|
|
4
|
Update the list of Board of Directors for the
association and to supply this newly updated list to any required
licensing / governing agencies
|
R. Strawderman
|
Open
|
26
April 2005
|
|
|
5
|
Determine
the ownership of the fence at the end of Valley Oaks Drive and whether
or not the fence is located on community property
|
R. Urdanata
|
Open
|
26
April 2005
|
|
|
6.
|
Inform
Mr. Wheeler of the Board’s decisions to allow Mr. Wheeler to serve as
a liaison between the community and
Madison
Homes
and Valley Crest.
|
G. Jackson
|
Open
|
26
April 2005
|
|
|
7
|
Provide
the Board members a copy of the DRAFT Meeting Minutes documenting the
board meeting held on 26 April
|
E. Sturms
|
Open
|
26
April 2005
|
|
