MINUTES OF
CHESTERFIELD MEWS COMMUNITY ASSOCIATION
Regular Meeting of the Board of Directors
Date:  July 21, 2005
Call to Order:   A regular meeting of the Chesterfield Mews Community Association was held at the home of Jo Ann Andren, located at 3160 Readsborough Drive, Fairfax, Virginia on July 21, 2005.  The meeting convened at 7:45 p.m., with President Jo Ann Andren presiding, and Nancy Duff, secretary, took the minutes.
Board Members in Attendance:   
                    JoAnn Andren
                    Michael Epley
                    Ginny Howden
                    Robert Parker
                    Dave Sobel
                    Sia Ansari
                    Nancy Duff

Candace Baker and Diane Coleman were not present.

Members in attendance:    Helen Fortner
                Richard Pitre
                Robbin Sorensen
                Pete Westphal
                Mary McGarvey

Approval of Minutes:     Since the minutes of the meeting of June 16, 2005, were previously sent to the BOD, the reading of the minutes was waived and approved.

OPEN FORUM

Richard Pitre inquired as to the meetings of the Communications Committee, and suggested that the Committee meet the same time every month so other members of the community could easily attend.  He was advised that all committee meetings are to be posted with 3-day notice and it would also be posted on the website.

Mr. Pitre also inquired as to the disclaimer at the bottom of the Newsletter.  Michael Epley explained their reasoning behind the disclaimer.

There was no further discussion from members of the community.

UNFINISHED BUSINESS

Grounds and Maintenance:  Since Michael Epley had to leave the meeting early, he requested that we address the issue of the dead trees.  JoAnn provided a spreadsheet of the 5 bids which included three different levels of work.

After discussion and debate, a motion was made by Dave Sobel that the BOD authorize JoAnn Andren to accept the most reasonable bid from Valley Crest to remove the dead trees and the high risk trees in the community.  Ginny Howden seconded the motion.

Michael amended the motion to have the work done within thirty (30) days.

After further discussion among the BOD, the motion was carried, with Sia Ansari abstaining.

JoAnn Andren would contact Valley Crest to begin the work as soon as possible.

Crack Fill and Seal:  Michael Epley highly recommended Dominion Paving to do the work.  Dave Sobel made a motion for Dominion Paving to perform the work based on their previous proposal, not to exceed the cost of $26,000.  This would include the painting and the correct number of parking spaces, to be done this year before the first frost.  Ginny Howden seconded the motion.  After further discussion among the Board, the motion was carried, with Sia Ansari abstaining.

Koger Management:  It was suggested by Dave Sobel that we send a letter to Koger in 90 days and request a formal bid for a contract for services for 2006.  Nancy Duff will draft the letter for approval.

Bank Accounts:  Sia Ansari made a motion to move the bank accounts in the Arizona Bank in state with a bank with a local presence.

After discussion among the BOD, it was decided that no action would be taken at this time while the Association was being audited.  Sia Ansari withdrew his motion.

However, a motion was made by Bob Parker for the treasurer to assess the banking relationship and change banks as necessary by year end.  Sia Ansari seconded the motion.  After discussion among the Board the motion was carried, with Dave Sobel abstaining.

August Board Meeting:  Due to Board members being away in August, the August 18, 2005, regular Board Meeting will be held on Thursday, August 25, 2005, commencing at 7:30 p.m. at 3160 Readsborough Drive, Fairfax, Virginia.

REPORT OF OFFICERS

President’s Report:

JoAnn Andren presented a letter from Potomac Disposal Services (PDS) dated 5/27/05 informing the Association of a price increase of $1,200/year.  No action was taken on this issue.

JoAnn Andren also brought up the issue of liability insurance as our policy is up for renewal this month.

A Motion was made by Dave Sobel to renew the liability insurance policy with Hutton & Payne Insurance LLC.  The motion was unanimously carried.

A second Motion was made by Dave Sobel to add an additional rider to this policy to include coverage for the signage at the front of the community entrance for an additional cost of $175.00 per year.  The motion was unanimously carried.

A third Motion was made by Dave to accept the additional rider for coverage for terrorism.  After discussion among the BOD, the motion was defeated unanimously.

JoAnn would follow through with Hutton & Payne Insurance for the renewal and additional rider for the community signs.


Vice-President’s Report:

There was no report of the Vice President.


Treasurer’s Report:

Bob Parker submitted his Treasurer’s Report, which is attached.

Bob also submitted a Motion regarding delinquent accounts.  After discussion among the BOD, it was decided that Bob would write a policy for delinquent accounts, in particular, those individuals who are hardship cases.  The Motion was withdrawn until this policy was finalized.

Dave Sobel made a motion that any dues over 120 days past due, that we should proceed with the collection process and turn it over to Ken Chadwick, our attorney.  The motion was unanimously carried


COMMITTEE REPORTS/INFORMATION

Social Committee:    The report of the Social Committee was read and submitted to the BOD, and is attached as part of the record.

A motion was made by Nancy Duff, to make the Social Committee a standing committee.  The motion was carried unanimously.

Architectural Control Committee:  Jo Ann Andren appointed JoAnn Coleman to the Architectural Control Committee, in the place of Diane Coleman, with Dave Sobel serving as Chairman.

Survey:   Ginny Howden gave the results of the survey sent out to the community on June 12, 2005.  51 people responded.

Neighborhood Watch:   It was announced that the annual Neighborhood Watch Day set by Fairfax County is scheduled for August 2, 2005.  A flyer will be sent out to the community announcing the day.

Welcoming Committee:  There was no report of the Welcoming Committee, as Candace Baker was not present.

Communications Committee:  There was no report of the Communications Committee.


LETTERS FROM HOMEOWNERS

The Board has received letters from the following homeowners addressing certain problems with their property.  Copies of said letters are attached to the Minutes, with a summary of each below:

1.    Shoma Boudreau
       6516 Anna Maria Ct.
       McLean, VA 22101
       Problem:    Dissatisfaction of Services provided by Koger Management and the CMHA.  Poorly kept  
       grounds, removal of dead trees.

2.    Shyah D. Kani
       3131 Guysborough Drive
       Fairfax, VA 22031
       Problem:    Question about a tree being on community property or his property
       which is encroaching on his house.  Plat attached.

3.    Ryan W. Myers
       3163 Eakin Park Court
       Fairfax, VA 22031
       Problem:  Pine tree along Guysborough Ct. potentially falling.

4.    Tracy Thompson   
       3170 Colchester Brook Lane
       Fairfax, VA 22031
       Problems:

      1.    Community property behind backyard has drainage problems, swampy area.
      2.    Reseeding of grass behind her house.

President Jo Ann Andren will respond in writing to these homeowners.

JoAnn Andren has also received many phone calls in the last week from homeowners complaining of noise disturbances.  The only thing the BOD can do is to refer them to call the Police.  This will be announced in the newsletter.  No other action was taken.
 
There being no further business to come before the meeting, upon motion duly made, seconded and unanimously carried, the meeting was adjourned at 9:55 p.m.