June Minutes

MINUTES OF
CHESTERFIELD MEWS COMMUNITY ASSOCIATION
Regular Meeting of the Board of Directors
Date: June 16, 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 June 16, 2005. The meeting convened at 7:35 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
                    Candace Baker
                    Nancy Duff
                    Diane Coleman

David Sobel and Sia Ansari were not present.

Members in attendance:    Ross Bankson
                Theodore Hassan
                David Duff
                John Coony
                Lance Howden
                Helen Fortner

Approval of Minutes:     The minutes of May 19, 2005, were approved as read.

Treasurer’s Report: There was no Treasurer’s Report read.

OPEN FORUM

The following were concerns/issues brought up by members in attendance:

1.    Mr. Hassan was having difficulty finding a replacement globe for the light fixture outside of his home. Diane Coleman has volunteered to look into this and the Architectural Control Committee will make a recommendation for a replacement globe within 30 days if the actual globe cannot be found.

2.    A letter was submitted by Michael Epley on behalf of CJ Rushin-Bell regarding her problems with Koger Management. A copy of said letter is attached to the minutes as part of the record.

3.    Helen Fortner also had a complaint about Koger Management. Apparently, her check for payment of her assessment was returned to her. She also suggested that member(s) of the Board be the signatory on checks, rather than Koger.

4.    Helen Fortner read a letter sent by Marlin Schrock which is attached to the minutes as part of the permanent record.

REPORT OF OFFICERS

President’s Report:

President Jo Ann Andren reported that she is in the process of confirming the insurance coverage of the Association, that the monuments are covered under our current policy, and that we are carrying the appropriate level of coverage.

A check in the amount of $11,282.59 was given to Bob Parker by Jo Ann which represents funds in the PNC Bank account (copy attached) which as been closed out. Bob is to deposit these funds in an account where he feels appropriate.

Vice-President’s Report:

There was no report of the Vice President, as Dave Sobel was not in attendance.

Treasurer’s Report:

Bob Parker presented a thorough analysis of the budget for fiscal year 2005-2006 (copy attached) correcting the previous budget submitted by Koger. After discussion by the Board, Michael Epley made a motion to approve the budget for fiscal year 2005-2006 submitted by Bob. The motion was unanimously carried.

Bob also gave a report as to the operating and capital budget comparisons of 2004 and 2005, as well as a multi-year set of operating and capital forecasts and projections up until 2009. These reports were used for discussion purposes only to assist in the allocation of funds and setting timelines for priority projects. These reports are attached.

Bob also submitted four (4) proposals from accounting firms to prepare audits and tax returns. After discussion among the Board, Bob made a motion to engage the services of Ahlberg & Company immediately to initiate audits for our three (3) most recent fiscal years, and to prepare all outstanding tax returns. The motion was unanimously carried.

COMMITTEE REPORTS/INFORMATION

Social Committee:    A motion was made by Nancy Duff to approve the members of the Social Committee, i.,e., Helen Fortner, Ernie Kaiser, Robbin Sorrensen, Richard Pitre, Nikki Coletta, Cathy Hall and Lance Howden, with Nancy Duff as Chairperson. The motion was unanimously carried.

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

A motion was made by Nancy Duff, Chairperson of the Committee, requesting that the Association sponsor and support the Chesterfield Mews 30th Birthday Celebration, to take place at 2:00 p.m. on Sunday, July 17, 2005; that the BOD agrees to provide a maximum of $350.00 to defray the costs for this event. After discussion among the Board, the motion was defeated, with Bob, Michael and Nancy voting in favor of this motion; JoAnn, Ginny, Candace and Diane opposed. Motion was defeated.

Bob then made a motion for the Board to provide operating funds for the committee up to $350.00, to be made up by homeowner contributions. After discussion among the Board, the motion was carried, with Nancy opposed; Candace abstained.

It was also noted by Ginny that all committee meetings must be given the same notice to homeowners as board meetings. Due to the short notice of the Social Committee Meeting scheduled for Friday, June 17, 2005, Lance and Ginny will post a sign at the circle and on the website notifying homeowners of the meeting at 7:30 p.m. on Friday, June 17, 2005, at 3173 Eakin Park Court.

Grounds and Maintenance: JoAnn had talked to Valley Crest regarding the mulching and carving of beds, and it after discussion among the Board, it was decided that Valley Crest would continue to mulch the areas as soon as possible as specified in the current contract which was voted on at the previous meeting.

Architectural Control Committee: A motion was made to appoint Diane Coleman and Dennis O’Connor to the Architectural Review Committee. The motion was unanimously carried.

A paper ballot vote was taken to decide the third person on the Architectural Control Committee. The results of the vote taken was 3 votes for Dave Sobel, 2 votes for Michael Espley. Dave Sobel will be the third member of the committee.

President Jo Ann Andren appointed Diane Coleman as Chairperson.

Survey:   Ginny gave a report as to the status of the survey sent out to the community on June 12, 2005. She has requested that all surveys be returned to her by June 25, 2005. She will present the results at the next board meeting on July 21.

Neighborhood Watch:   Ginny reported that before the last Board meeting she had called the police because of an individual in the community who was drunk in public before noon, and was cause for concern. Nothing came of this, and he has not been seen since.

She also noted that the Summer Safety Fair is being held on Saturday, June 18, 2005.

Welcoming Committee: Candace presented an outline of her proposed “welcome package” to new members of the community. Members of the Board are to submit all comments/suggestions to Candace no later than July 1, 2005. She will present a draft of this package at the next Board meeting. She also suggested that we allocate a budget item for the cost of this package; however, it was decided that an amount already in the budget would cover these costs.

Communications Committee: A motion was made by Michael Epley to adopt the following Resolution:

It is resolved that the Board of Directors (the Board) for the Chesterfield Mews Community Association (CMCA) is charged with, and carries the duty to provide certain notices and information to the membership, as well as provide a free, effective means for members to communicate amongst themselves and with the Board. Consequently, upon adoption of this resolution, the Board shall create and empower a standing Communications Committee. This committee shall be charged with the following powers:

1.    To publish and distribute to all members of the CMCA a newsletter describing any and all issues of importance to the association and the community; AND

2.    To publish and maintain a website describing any and all issues of importance to the association, and providing other item for the convenience of the membership AND

3.    To create and maintain a free, effective means approved by the Board of Directors of the CMCA to communicate with each other; AND

4.    To publish notices of all Board and committee meetings through all mediums is maintained; AND

5.    To update all publications it maintains at least monthly; AND

6.    To prepare welcome packages for new members of the CMCA and new members of the Board of Directors; AND

7.    To ensure the adequacy of Seller’s Disclosure Packages, as under the Virginia Property Owner’s Act; AND

8.    To report regularly to the Board of Directors the status of its activities, and of any missed publications.

Provided, that all such powers are implemented in accordance with any rules or regulations which are duly adopted by the Board of Directors of the CMCA.

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

A motion was made that the following individuals be members of the Communications Committee: Ross Bankson, Michael Epley, Ginny Howden and Candace Baker. The motion was unanimously carried.

President Jo Ann Andren appointed Candace Baker as the Chairperson.

UNFINISHED BUSINESS

Crack Fill and Sealing: Michael reported to the Board that he had no additional bids at this time. Four separate contractors have recently walked the property but have not yet submitted bids. He expects to have these bids at the next Board meeting, but does not expect any of these bids to be over budget. Dominion Paving has confirmed that their February proposal is still in effect for the next 30 days.

Michael is to follow up with Dominion Paving for an accurate count of parking spaces; obtain a proposal for concrete repairs and curb painting.

Parking Problems: It was decided that parking issues will be directed to Diane Coleman and Michael Epley. Michael will follow up with Dave and Mr. & Mrs. Gauerke regarding their parking problem previously communicated to the Board.

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.    Nancy Duff on behalf of Mr. Ganapathi (3140 Eakin Park Ct.) and Mr. Pitre (3138 Eakin Park Ct.) regarding the three dead trees in front of and on the side of Mr. Ganapathi’s property.

2.    Sharon Irving
    3181 Colchester Brook Lane
    Fairfax, VA 22031
    Problem:    two drainage problems (1) behind the fence of 3181 Colchester;
    (2) walkway from 3181 – 3179 Colchester.

3.    Bruce Pincus
    3155 Colchester Brook Lane
    Fairfax, VA 22031
    Problems:

    1)    Drainage problem behind house/erosion of hill;
    2)    Dead tree on Guysborough behind his property;
    3)    Parking problem – 2 commercial vehicles parked on Colchester.

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

There being no further business to come before the meeting, upon motion duly made, seconded and unanimously carried, the meeting was adjourned at 10:45 p.m.