MINUTES OF
CHESTERFIELD MEWS COMMUNITY ASSOCIATION
Regular Meeting of the Board of Directors
Date:  August 25, 2005
Call to Order:   A regular meeting of the Chesterfield Mews Community Association was held at the home of JoAnn Andren, located at 3160 Readsborough Drive, Fairfax, Virginia, on August 25, 2005 (rescheduled from August 18, 2005).  The meeting convened at 7:30 p.m., with President JoAnn Andren presiding, and Nancy Duff, secretary, took the minutes.
Board Members in Attendance:   
                    JoAnn Andren
                     Ginny Howden
                    Robert Parker
                    Dave Sobel
                    Sia Ansari
                    Candace Baker
                    Nancy Duff

Michael Epley was not present.

Members in attendance:    Helen Fortner
                Ross Bankson
                Mary McGarvey
                Milly Suchocki
                Nic Baker

Approval of Minutes:     Since the minutes of the meeting of July 21, 2005, were previously sent to the BOD, the reading of the minutes was waived and approved as corrected.

OPEN FORUM

Chris Brigham of Dittmar Company attended the meeting to discuss the future development of Cravens Nursery.  Dittmar is a developer and management company and is the contract purchaser of Cravens Nursery.  Dittmar intends to develop the Cravens property and to build 14 single family homes or townhouses.  They are in the process of conducting feasibility studies, and Mr. Brigham was there to discuss Dittmar’s plans with the hope of getting the approval of our community to move forward on this project.

It was decided that CMCA will hold a special meeting in mid-September with Mr. Brigham present to explain the future development of this property and answer questions and concerns of homeowners.  The date and time will be announced once we have confirmed the school calendar and holidays.  Nancy Duff will contact the area schools on Friday.

REPORT OF OFFICERS

President’s Report:

There was no report of the President.

Vice-President’s Report:

There was no report of the Vice President.


Treasurer’s Report:

Bob Parker reported that the audits were underway.

Bob Parker made the following motion:  I move that the Board of Directors adopt a resolution for the Association to follow a practice of pursuing delinquent member accounts according to the following actions:

1.   Bill all delinquent accounts on a monthly basis for outstanding dues and any
late fees.

    2.   30-days Past Due:  Assess a $25.00 late payment fee to the account.

3.   120-days Past Due:  Forward the account for action by the Association’s attorney.  As per our current attorney retainer engagement letter, concurrent with turn-over to our attorney, a delinquency letter will accompany the 120-day notice and include a $105.00 attorney charge.

4.   150-days Past Due and thereafter:  Follow attorney recommendations regarding any lien to be placed on the member’s property.

5.   Any hardship request by a member should be made to either:  (a) the Association’s management firm (currently Koger Management), or (b) directly to the CMCA President or Treasurer.

Hardship requests made through the current CMCA management company will be reviewed without attribution to the requesting member.  All hardship requests will be reviewed and approved by three Board Members to include the President, the Secretary and the Treasurer.  In order to complete a hardship request approval in a timely manner, the President may identify alternative Board members to complete the review should the CMCA Secretary and/or Treasurer be unavailable.  Approval or denial of hardship requests will be completed within 30 days of receipt of the request.

These actions should be effective immediately.

Accounts currently delinquent more than 120 days will be given notice with the next invoice that the account will be turned over to the attorney for action.

After discussion among the Board, the Motion was unanimously carried.



COMMITTEE REPORTS/INFORMATION

Communications Committee:  Candace Baker reported that letters would be sent to absentee owners.

It was also agreed that the goal of the Committee is to publish the Newsletter within two (2) weeks of the Board Meeting.  Candace also reported that the “Welcome Package” is still being developed.

Social Committee:    Nancy Duff reported that the Social Committee would be meeting in the next two weeks, and that they would like to plan an event for Halloween.  Dave Sobel offered to make his projector available for an “outdoor movie night.”  This event will be discussed at the next Social Committee Meeting.

Grounds and Maintenance:  Jo Ann Andren made a motion which would give her the authority to spend up to $500.00 for emergency situations on grounds and maintenance.  Sia Ansari amended the motion setting a cap of $300.  Upon motion being duly made, discussed and amended, it was decided that JoAnn Andren will have the authority to spend up to $300.00 for emergency situations on grounds and maintenance.  Any costs between $300-$500, must be approved by the Treasurer or Vice President.  The motion was unanimously carried.

JoAnn Andren also reported that the dead trees and high risk trees had been removed; however, the stumps were scheduled to be removed Monday, August 29, 2005.

JoAnn also reported the following matters:

2 large limbs had fallen off live, healthy trees before even removing the dead trees;
A request was made to Valley Crest to submit an extended maintenance/arbor care proposal;
Steve, with Valley Crest, is awesome-takes great pride in his work in the community-drives through to check on things;
Spouting water on Upper Eakin – Sat, a.m. (sump pump?)
Complaints were made by:  Bruce Pincus – wanted limb removed;  Bruce Pincus also wanted to know what would be planted in place of dead tree removed or would mulch be resculpted?  Dave Steares was concerned that Valley Crest injured his fence, however, the neighbor confessed.

Architectural Control Committee:  JoAnn Andren submitted to Dave Sobel, Chairman, the following list of Architectural Control issues:

1.    Need replacement full view storm door options – in dark brown – follow up with Sheri on Colchester Brook; JoAnn may be able to help by checking with my window/door replacement guy;

2.    Need an answer on replacement bulb for rear deck light fixture – follow up with Teddy  Hassan;

3.    Call this week re: violation of deck being built by Bruce Lui – too narrow, not preapproved;

4.    Need paint chip colors

5.    Inspections to take place now:  exterior Paint
                       doors – Type and color
                        rake Board – best done by roofers
                       fogged windows   
                       fences and gates
                       courtyard and steps

A letter was submitted by Sia Ansari on behalf of his neighbors, Ross Bankson, Nikki Coletta and Bruce Lui, requesting the approval to replace the walkway located in front of their respective townhouses.  He was advised to submit a diagram from the contractor, Jack Stone, to the Architectural Control Committee reflecting the design, stone and color specifications before it could be approved.

Neighborhood Watch:   There was no report submitted for Neighborhood Watch.

Vehicle Violations:  JoAnn Andren reported the following vehicle violations:

Michael Epley’s car
Other gold car on Upper Eakin-Brighton b sale houses
Xerox marked van-Delbourne Ct.
Car Service “L” plate on lower Eakin
Ryan’s truck with sign posts?

A vehicle violations policy was discussed and a recommendation was made that we have a written policy regarding this issue; however, no action was taken at this time. Sia was asked to consider taking charge of this function.



UNFINISHED BUSINESS

Crack Fill and Seal:  JoAnn Andren spoke to, Mike. an employee from Dominion Paving and was told that he was not aware that Dominion had been contracted to do the asphalt repair.  Due to the urgency of completing this project before the first frost, Candace Baker moved to give the coordination of this task to John Cooney based on information supplied by Dave Sobel that John Cooney was willing and that Michael Epley was willing to step down..  The motion was seconded by Ginny Howden.  After discussion among the Board, the motion was unanimously carried.

Since Michael Epley was out of town, JoAnn would contact John to begin the logistics of this project and to get on Dominion’s schedule as soon as possible.



LETTERS FROM HOMEOWNERS

The Board received a letter from the following homeowner addressing a problem with his property.  A copy of said letter is attached to the Minutes, with a summary below:

1.    Nic Baker
    3133 Readsborough Court
    Fairfax, VA 22030
    Problem:    Drainage problem on common property adjacent to his property.  Requested an inspection by the BOD and Valley Crest to determine how the problem can be solved.


A letter from Diane Coleman, dated August 1, 2005, was submitted noting her resignation as a member of the Board.  This vacancy will be announced in the next newsletter.


There being no further business to come before the meeting, upon motion duly made and unanimously carried, the meeting was adjourned at 9:15 p.m.