MINUTES OF
CHESTERFIELD MEWS COMMUNITY ASSOCIATION
Regular Meeting of the Board of Directors
Date:  September 15, 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 September 15, 2005.  The meeting convened at 7:43 p.m., with President JoAnn Andren presiding, and Nancy Duff, secretary, took the minutes.
Board Members in Attendance:   
                    JoAnn Andren
                    Ginny Howden
                    Robert Parker
                    Sia Ansari
                    Michael Epley
                    Candace Baker
                    Nancy Duff   

Dave Sobel was not present

Members in attendance:    Helen Fortner
                Ross Bankson
                Cathy Hall


Approval of Minutes:     Since the minutes of the meeting of August 25, 2005, were previously sent to the BOD, the reading of the minutes was waived and approved as submitted.


OPEN FORUM

Members present did not have issues to discuss.

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 filed the following Report:

Financial Summary:
Our (fiscal) year-to-date variance at net income through August 31st reads as $23,384.  This doesn’t reflect the planned $11,395 reserve contribution.  The remaining variance is about $11,900 better than budget.  That consists of:
    $8600 better due to timing of the audit expense and other items
    $2500 worse in legal expense
    $1700 better for the grounds contract
    $650 better for the management contract
    $500 better for late fees and tennis income we don’t forecast
Overall, we’re not in bad shape but legal fees aren’t getting better.

Association Audit
Ahlberg & Company requested records from Koger and has been awaiting notice of those pulled from storage.

The Board then discussed our concern over why our legal expenses were increasing.  Apparently, telephone calls are covered under the retainer, but any work performed after the telephone call is billed.  We were all alerted to be very careful when consulting with the attorney and to be sure that we will not be charged for more than the phone call.



COMMITTEE REPORTS/INFORMATION

Communications Committee:  Candace Baker reported that the next meeting of the Communications Committee will be held on Tuesday, September 20, 2005, at 7:30 p.m. A draft of the “Welcoming Package” will be presented at the meeting.

Social Committee:    Nancy Duff reported that the Social Committee had met on September 8, 2005, and planned a Halloween party, scheduled for Sunday, October 30, 2005, from 6-8:00 p.m.  Dave Sobel has agreed to provide his projector for “scary movie night.” There will be a costume contest for both children and adults with prizes for each.  We will also have games and a pumpkin carving/painting contest.  Refreshments will be provided by the Committee.

Nancy also discussed the possibility of having a “Clean-Up Day” in the community as many homeowners requested one.  The Social Committee volunteered to set up the logistics.  The scheduled date is Saturday, November 5, 2005, 10:00 a.m. – 2:00 p.m.  This “clean-up” project will concentrate on the courtyard areas, rather than the common area.  Any homeowners who need assistance will be asked to call a designated person (to be announced) and volunteers will assist.

JoAnn will check with Valley Crest to see if they will donate a dumpster for the day as they had previously offered.  Michael will donate trash bags.

Grounds and Maintenance:  There was no report submitted for Grounds and Maintenance.  However, Jo Ann hopes to get other bids by the next Board meeting in October.

Architectural Control Committee:  Dave Sobel was not present at the meeting, however, it was announced that the Architectural Control Committee has scheduled a meeting for Monday, September 19, 2005, at 7:30 p.m. at Dave’s house at 3171 Colchester Brook.

Neighborhood Watch:   Ginny Howden reported that she received a call from Frank Kelly who reported to her that he had his gas tank siphoned.  Anyone who hears anything like that from other neighbors should report it to Ginny.

Also, Ginny recently attended the Neighborhood Watch meeting for the county at the Police Station recently.  She was also introduced to the Citizen’s Advisory Counsel who has a contact in each district.  In any situation that is to be reported should be reported through Ginny first, and she will contact the contact person at the Citizen’s Advisory Board.


UNFINISHED BUSINESS

Motions:  Nancy presented 3 motions to the Board:

#1.       Nancy moved that the BOD adopt a resolution to use the current edition of Robert’s Rules of Order, Newly Revised, as a guideline to govern the conduct of the meetings of the Board of Directors when not in conflict with the Virginia Property Owners’ Association Act or the Association documents.

After discussion and debate among the Board, the Motion was tabled.

#2.       Nancy moved that the BOD adopt a resolution requiring that any member seeking a position on the BOD, or any committee, must be a “member in good standing,” which is defined as a member who is current with all Association assessments and who is in compliance with all requirements and obligations with the Association documents.

After discussion among the Board, the Motion was amended as follows:

Nancy moved that the BOD recommend that any member seeking a position on the BOD or any committee, must be a “member in good standing” which is defined as a member who is current with all Association assessments and who is in compliance with all requirements and obligations with the Association documents.

The Motion was unanimously carried.

The third Motion was withdrawn.

Board Appointment:  The following individuals submitted their names with a brief bio for consideration of filling the vacancy left by the resignation of Diane Coleman:

Helen Fortner            Catherine Hall
Roberta Sorensen        Ross Bankson
Marlin Schrock

The vote was taken by written ballot and Ross Bankson won.  He will fill the vacancy of Diane Coleman, effective immediately, whose term ends at the end of this fiscal year, April 30, 2006.


Crack Fill and Seal:  JoAnn and Ginny met with Mike of Dominion Paving who advised them that we missed the “window” to have the crack-fill and seal done before the first frost.  Apparently, the best time to perform this work is between Memorial Day to mid-September.  However, he did suggest to fill the worst cracks now before the cold season.  He said he would honor his prices to complete the crack-fill/seal in the spring.

Mike of Dominion also walked the grounds with Ginny discussing the “high risk” sidewalk areas.  We were given a proposal for concrete work on the sidewalks, curb and gutter for a total cost of $8,763.00.

After discussion and debate, Bob made a motion for Ginny to follow up with Mike of Dominion and if doing the sidewalk is time sensitive due to weather/cold, he should go ahead and do the high-risk repair totaling $8,763.  If timing is not an issue, then she should wait until the next meeting to bring it to a vote.  After discussion, Bob withdrew his Motion.

Michael Epley moved to do the repair work for the high risk areas at the cost of $8,763.    After further discussion among the Board, Michael, JoAnn and Ginny voted in favor; Sia opposed; and Nancy, Bob and Candace abstained.  Motion defeated.

After further discussion and clarification among the Board on the same issue, Michael moved to do the repair work for the high risk areas at a cost of $8763.  Michael, Ginny, Candace, JoAnn and Nancy voted in favor; Sia opposed; and Bob abstained.  Motion carried.

Koger Management . . . Nancy presented a draft letter to Koger Management requesting that they provide a proposal for a “full-service” contract.  JoAnn will be sending it to Koger in the next few days.  Two other bids will be solicited, and the company doing our audit offered to make recommendations.

LETTERS FROM HOMEOWNERS

The Board received 2 letters from the following homeowners:  A copy of each letter is attached to the Minutes, with a summary below:

1.    Jean Mielczarek
    3181 Readsborough Court
    Fairfax, VA 22031
    Problem:  Undermined evergreen trees on eroded slope between 8181 and 3179 (The Whitakers)

2.    Nancy Minter
    3137 Eakin Park Ct.
    Fairfax, VA 22031
Problem:  Nancy commented on the meeting with Dittmar Company and the development of Craven’s Nursery property. 

Speaking of Dittmar, JoAnn mentioned that she thought Nic Baker would be a good candidate to act as a liaison among the community, the county and Dittmar to keep us advised as to the development of this property.  Milly and other homeowners, who would be directly impacted by this development, were also mentioned, in hopes of getting as many homeowners involved in the process.  Candace said she would talk to Nic.

There being no further business to come before the meeting, upon motion duly made and unanimously carried, the meeting was adjourned at 9:20 p.m.