1
Homeowners Association Business
1.1
Approval of Minutes
a.
The DRAFT Meeting Minutes from the 17 August Board meeting were
reviewed by the Board members present.
b.
The board approved the 17 August minutes as presented and
amended.
1.2
Selection of Terms
There
was one open board seat (Term #4), a 3-year term with two years remaining,
caused by a resignation from the board earlier in the year. Mr. Atul Patki, a
homeowner in the community, volunteered to serve on the Board of Directors.
The Board unanimously approved the election of Mr. Patki to the Board,
filling the Board of Directors with five (5) active members.
The
diagram below illustrates the current terms.
1.3
Election of officers
The
Board unanimously approved the election of Mr. Patki to the position of Vice
President of the Board. Mr. Patki will begin serving as Vice President of the
Board at the next Board meeting.
1.4
Financial Status
1.4.1
Receivables
R. Strawderman noted that
the current receivables balance was $650.35.
Five (5) homeowners have not paid their quarterly assessment as of the
first of October 2005. This was
not a concern given that the Board meeting was being held on 19 October. A
better assessment of overdue receivables will be available at the next Board
meeting.
No action was given to
notify homeowners of overdue obligations.
1.4.2
Balance Sheet and Budget
a.
Mr. Strawderman noted that the community balance sheet shows
$42,270.16 in total assets.
1.4.3
Reserve Funding
a.
Allan Urban presented a Reserve Study that was given to the
auditors in September 2005.
b.
It is the opinion of the Board that the FOG Reserve Fund is over
funded by approximately $20,000. This
is primarily due to greater than necessary funding by the original community
developer during the early years of the community and before an in-depth study
of the reserve requirements of the community’s common grounds.
c.
Given the over-funding of the Reserve Fund, the Board intends at
a future date to de-allocate some of the monies held in reserve to pay for
operational expenses in 2006 and beyond, depending on operational expenses in
future years. However, the Board will maintain the Reserve fund in line with
the requirements presented in 2005 Reserve Study to ensure that the
community’s common grounds at properly funded at all times.
1.4.4
Dues
a.
The Board discussed a motion to increase community dues to pay
for increases in operational expenses forecast throughout the remainder of
2005 and 2006.
b.
This motion was approved by the Board. The Board approved the
increase in quarterly dues from $151.20 to $158.00, a 4.5% increase. This
small increase will partially offset some of the increase operational expenses
forecast in 2006.
c.
Mr. Strawderman took the action to send to the Board samples of
letters to be sent to Homeowners informing them of the dues increase.
The Board will review these letters at the next Board meeting.
1.5
Contracting
1.5.1
Grounds Maintenance
a.
At the Board’s request from the last meeting, Mr. Strawderman
presented the Board four (4) bids for grounds maintenance. The bids were
competitively placed. The prices
for required grounds maintenance ranged from $7,570 to $10,590 per year.
b.
The Board discussed all bids a tabled a motion to accept the bid
from Valley Crest, the current provider of grounds maintenance, for a period
of three (3) years. This was the most competitive of the bids received because
it offered the community the best value in grounds maintenance.
c.
The Board approved the selection of Valley Crest as the grounds
maintenance provider at an annual cost of $7,920 for 2006 and 2007, with an
increase to $8,157 in 2008. This
amount will be included in al future budget forecasts.
1.5.2
Trash Removal
The Board asked Mr.
Strawderman to solicit proposals from at least three (3) firms for a new Trash
Removal contract. This will be
acted upon at the next Board Meeting.
1.5.3
Landscape Enhancement
The Board discussed and
approved the expenditure of $165.00 for seasonal Landscape Enhancement of the
main entrance flower beds. This
amount is not included in the annual Grounds Maintenance contract but was
budgeted in previous budget forecasts. The
planned expenditure is consistent with the budget.
1.5.4
Management Contract
a.
Mr. Strawderman offered to continue his management services
contract with the Fair Oaks Glen Homeowners Association for one (1) year at
the rate of $4,716, the current rate.
b.
After discussion, the Board approved this management contract.
c.
Mr. Strawderman has the action to forward this new contract to
Mr. Andy MacLean for his signature.
1.5.5
Other Business
a.
Fence Repair. The
Board was made aware that the Fence located along
Rugby Road
required repair. Mr. Strawderman
was given the action to get a quote for the repair from Long Fence and the
route the quote to the Board members for immediate action.
Since Long Fence recently installed the fence, it was reasonable to
request a quote from them for its repair.
b.
Dry Pond. The
100-year spill over relief areas is holding water.
Mr. Alan Urban took the action to contact the
County
of
Fairfax
regarding this issue.
c.
President’s Book. Mr.
Ricardo Urdenata took the action retrieve the President’s Book from Mr. Gary
Jackson.
2
Closing
d.
E. Sturms has the action to provide the Board members a copy of
the DRAFT Meeting Minutes documenting this meeting held on 19 October.
e.
The next meeting of the Board of Directors is tentatively
planned for 11 January 2006 at the home of Andy MacLean starting at 7:30 pm.
This meeting date/time is subject to confirmation by a quorum of Board
members.
|
#
|
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
|
|
|
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
|
|
|
12
|
R. Strawderman to
schedule follow-up home inspections for the ARC.
|
R. Strawderman
|
Open
|
17
August 2005
|
|
|
16.
|
R. Strawderman to
solicit proposals from at least three (3) firms for Trash Removal in the
community.
|
R. Strawderman
|
Open
|
19
October 2005
|
|
|
17.
|
R. Strawderman to
contact Long Fence to get a quote for the repair of the fence along
Rugby Road
. Additionally, Rod is to
inform the Board of the amount of the quote via e-mail so that the Board
can take action quickly to approve the repair.
|
R. Strawderman
|
Open
|
19
October 2005
|
|
|
18.
|
R. Strawderman to
forward a copy of his Management Contract to Andy MacLean for signature.
|
R. Strawderman
|
Open
|
19
October 2005
|
|
|
19.
|
R. Urdaneta to request
and retrieve the President’s Book from Gary Jackson
|
R. Urdaneta
|
Open
|
19
October 2005
|
|
|
20.
|
R. Strawderman to send
sample dues increase letters to the Board of Directors via e-mail for
their review for the next meeting.
|
R. Strawderman
|
Open
|
19
October 2005
|
|
|
#
|
Action
|
Assignee
|
Status
|
Date
Opened
|
Date
Closed
|
|
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
|
Closed
|
26
April 2005
|
17
August 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
|
Closed
|
26
April 2005
|
17
August 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
|
Closed
|
26
April 2005
|
19
October 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
|
Closed
|
26
April 2005
|
17
August 2005
|
|
7
|
Provide the Board members
a copy of the DRAFT Meeting Minutes documenting the board meeting held
on 26 April
|
E. Sturms
|
Closed
|
26
April 2005
|
17
August 2005
|
|
8
|
E. Sturms to e-mail a
copy of the 26 April FINAL
minutes to the board members
|
E. Sturms
|
Closed
|
17
August 2005
|
19
October 2005
|
|
9
|
R. Strawderman to notify
the new homeowners at 12691 Valley Oaks Court of the balance of their
account
|
R. Strawderman
|
Closed
|
17
August 2005
|
19
October 2005
|
|
10
|
R. Strawderman to
provide a copy of the Trash Removal contract to all board members via
e-mail so that the contract can be reviewed.
|
R. Strawderman
|
Closed
|
17
August 2005
|
19
October 2005
|
|
11
|
R. Strawderman to obtain
at least two (2) bids, in addition to a bid from Valley Crest, for
Grounds Maintenance of the Fair Oaks Glen common areas.
|
R. Strawderman
|
Closed
|
17
August 2005
|
19
October 2005
|
|
13
|
A. MacLean to inform the
interested homeowner that the Board will not allow the homeowner to
install a temporary basketball backboard on community common grounds.
|
A. MacLean
|
Closed
|
17
August 2005
|
19
October 2005
|
|
14
|
A. MacLean to inform the
interested homeowner that the Board will not sponsor or sanction a BLOG
as part of the Fair Oaks Glen website.
|
A. MacLean
|
Closed
|
17
August 2005
|
19
October 2005
|
|
15
|
E. Sturms to provide all
board members a copy of the DRAFT meeting minutes via e-mail prior to
the next Board Meeting.
|
E. Sturms
|
Closed
|
17
August 2005
|
19
October 2005
|
