May Minutes

MINUTES OF
CHESTERFIELD MEWS COMMUNITY ASSOCIATION
Regular Meeting of the Board of Directors
Date: May 19, 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 May 19, 2005. The meeting convened at 7:35 p.m., with President Jo Ann Andren presiding, and Nancy Duff substituting as secretary for Diane Coleman.

Board Members in Attendance:
                    JoAnn Andren
                    Dave Sobel
                    Sia Ansari
                    Michael Epley
                    Ginny Howden
                    Robert Parker
                    Candace Baker
                    Nancy Duff

Diane Coleman was not present.

Members in attendance are listed on the attached sign-in sheet.

Election of Officers:    Election of Officers to the Board of Directors was held and the following were elected officers of the Association:

    President:        Jo Ann Andren
    Vice-President:    Dave Sobel
    Secretary:        Nancy Duff
    Treasurer:        Robert Parker

Approval of Minutes:     The minutes were not read, as Diane Coleman (secretary) was not present.

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

NEW BUSINESS

A motion was made by Nancy Duff, seconded and amended after debate among the Board to adopt a resolution affirming the vote and approval of the members of the Association taken at the annual meeting conducted on April 26, 2005, pursuant to Article VI, Section 3 (b) of the Declaration, to increase the maximum annual assessment chargeable by the Association to $1,000 per lot to be paid in two installments, the first installment due on June 1, 2005, and the second installment due on December 1, 2005.
A second motion was made by Bob Parker and seconded by Sia Ansari, and debated among the Board, to change the first due date for this year only, to be due and payable on July 1, 2005, due to meeting the date requirement in Article VI, Sec. 7 of the Declaration. The second payment shall be due and payable on December 1, 2005.

NOW, THEREFORE, the Board of Directors: 1) confirms by this resolution that the 2005 maximum annual assessment is $1,000 per lot; and 2) that the Board hereby sets the annual assessment of the membership at $1,000 per lot; and 3) this assessment shall be due and payable in two (2) installments, one installment to be paid on July 1, 2005 (for this year only), and the 2nd installment to be paid on December 1, 2005.

Upon motion duly made, amended, seconded and unanimously carried, this Resolution was adopted.

Contract Review:

1.    Revised Valley Crest 1-year maintenance contract . . . A motion was made by Ginny Howden and seconded by Dave Sobel to sign the one-year contract with Valley Crest dated May 2, 2005, with the options package. After discussion among the board, the motion was carried, with Sia Ansari opposed.

2.    Retainer for Chadwick, Washington, Moriarty, Elmore & Bunn . . . A motion was made by Dave Sobel and seconded by Nancy Duff to sign the Retainer Agreement with Chadwick, Washington, Moriarity, Elmore & Bunn, P. C. After discussion among the Board, the motion was carried, with Sia Ansari and Michael Epley opposed.

3.    Extended Services from Koger Management Group . . . A motion was made by Ginny Howden and seconded to postpone a vote on the extended services contract with Koger Management Group in 90 days. During this 90-day period, the Board would obtain a written bid from Koger. After discussion among the Board, the motion was unanimously carried.

4.    Mason & Mason Report . . . A motion was made by Sia Ansari to postpone the updated revision of the 2002 Mason & Mason Report until 2007, when it was due to be done. In the meantime, Bob Parker would review the report and update it with additional figures to include landscaping issues.   After discussion among the Board, the motion was carried, with Dave Sobel opposed.

5.    Dominion Paving-crack fill and sealing . . . A Motion was made by Michael Epley and seconded by Ginny Howden to commence the asphalt repair sometime in 2005, according to the Mason & Mason Report, and to amend the budget documents not to exceed the estimate of $25,079.00. After discussion among the Board, the motion was carried, with Sia Ansari abstaining.

Michael Epley volunteered to be the contact with Dominion Paving & Sealing for an updated estimate of the February 22, 2005 estimate. He will also contact John Cooney to discuss the logistics of implementing this repair and to solicit two (2) other bids for this project. These estimates would be obtained in 30 days and reported to the Board at the June Board Meeting.

6.    Dead Tree Removal (5) . . . Nancy Duff brought to the attention of the Board that she spoke with Mr. Ganapathi at 3140 Eakin Park Court where 3 of the 5 dead trees in the community are located. This issue was discussed, as well as other drainage problems. It was decided that in the next thirty (30) days we would get three (3) bids, identify and determine what trees and drainage issues need to be removed and repaired in the next 12 months, to be prioritized based on their safety risk to the community. Jo Ann Andren reminded the board that the trees that have fallen in the community recently necessitating emergency removal have been live trees not dead trees. This information will be obtained by Jo Ann Andren, Ginny Howden and Nancy Duff, who will report back to the Board at the June Board meeting.

7.    Audit and Tax Update . . . Dave Sobel will pass on the information regarding the tax audits and tax returns to the new treasurer, Bob Parker. Bob will obtain bids in the next 30 days and will report to the Board at the June Board meeting.

8.    Website . . . A motion was made by Nancy Duff and seconded that Ginny Howden continue to maintain the website for the Association. After discussion by the Board, the motion was carried, with Sia Ansari abstaining.

9.    Newsletter . . . Michael Epley volunteered to be the coordinator of the newsletter, with Candace Baker being the copy editor. It was also noted that Ross Bankston may be interested in participating with the publishing of the newsletter. He would be contacted to see how he could contribute to this newsletter. It was noted that 3 members of the Board would review the newsletter before final print. The former newsletter editor, Nic Baker, very consistently had the newsletter prepared within one week of the monthly board meeting. The initial target for the new newsletter team will be to have it prepared within two weeks of the monthly board meeting.

Committee Reports/Information:

Architectural Review Committee:   There was no action taken or report presented to the Board on this committee as it was postponed until the next Board meeting. However, a problem was discussed regarding the difficulty in obtaining the correct color of green paint from McCormick Paint for the homes on Colchester Brook, as this paint color seems to have been discontinued. Dave Sobel will investigate if this is the case, and if so, propose a possible solution to this problem.

Nominating Committee: It was announced that the following individuals were previously appointed to the Nominating Committee: Jo Ann Andren, Chairman, Frank Kelly and Dennis O’Connor.

Neighborhood Watch: Ginny Howden volunteered to be the community contact with the Neighborhood Watch for Fairfax County.

Absentee Owners/New Comers:   A motion was made by Nancy Duff that Candace Baker be the chairperson of the “Welcoming Committee” and that she would draft a “welcome package” to present to new homeowners in the next 90 days. After discussion among the Board, this motion was unanimously carried.

Social Committee:    A motion was made by Michael Epley and seconded to form a social committee. After discussion by the Board, the motion carried. Nancy Duff was appointed Chairman. Members of this committee include Katherine Epley, Helen Fortner, Ernie, and Richard Pitre. The first social event will be the 30th Anniversary Picnic to be held in July. A tentative date was set for Saturday, July 16, 2005.

It was announced by Jo Ann Andren that the Board be given 90 days to decide if and where committees would be needed.

MEMBERS OPEN FORUM

Members who were present discussed some of their concerns and suggestions on how to improve community relations. It was suggested that we include the Members Open Forum at the beginning of the meeting rather than at the end, so they do not have to sit through all association business. There was also concern and discussion regarding the division among the community and the Board; homeowner problems; and parliamentary procedures for implementing the increase in the annual assessment.

LETTERS FROM HOMEOWNERS

The Board has been put on notice by the following homeowners addressing certain problems with their property. Copies of said letters are attached to the Minutes:

1.    William Saint
    3179 Colchester Brook Lane
    Fairfax, VA 22031
    Problem:    two (2) drainage problems located in the common area adjacent
            to his residence.

2.    Steve & Danette Gauerke
    3161 Colchester Brook Lane
    Fairfax, VA 22031
    Problem:    No Parking Zone Request. It was decided that Dave Sobel and
            Michael Epley would speak to the individuals involved and if the
            problem is not solved by the next Board meeting, the Board will
            take this matter to a vote as to whether to designate that area as a
            “no parking” zone.

3.    Bogdan Glinkowski
    3164 Readsborough Ct.
    Fairfax, VA 22031
    Problem:    Drainage problems.

4.    Eugenie Mielczarek
    3181 Readsborough Ct.
    Fairfax, VA 22031
    Problem:    Dangerous erosion on common property slope between 3177 and
            3181 Readsborough Court.

Last minute motions:

Finance Committee . . . A motion was made by Sia Ansari and seconded to form a Finance Committee. After discussion by the Board, the motion was defeated 7-1, with Sia Ansari voting in favor of the finance committee.

Survey . . . A motion was made by Dave Sobel for Ginny to send a survey to the community to get their input and feedback regarding the special assessment and what members would like to see in the community. After discussion by the Board, the motion was carried.

There being no further business to come before the meeting, upon motion duly made, seconded and unanimously carried, the meeting was adjourned at 10:20 p.m.

The Board went into executive session to discuss confidential matters and board communications.