Fair Oaks Estates Homeowners Association

Board of Directors Meeting Minutes

April 15, 2010

 

The Board meeting was held at the Sequoia Management office, 13998 Parkeast Circle, Chantilly, VA.  The meeting was called to order at 7:33 pm.  In attendance were R. Crowe, A. Tolman, J. Fenton, S. Hautbois, S. Pearl, D. Boggs, L. Neely and W. Tjahjana.

 

Open Forum

 

None.

 

SecretaryŐs Report

 

The March meeting minutes were presented to and reviewed by the Board.  A motion was made by A. Tolman and seconded by R. Crowe to approve the March minutes as presented.  The minutes were unanimously approved.   

 

TreasurerŐs Report

 

The Treasurer discussed the financial report and introduced W. Tjahjana, who is interested in assuming the Treasurer role after S. Hautbois steps down.  W. Tjahjana will meet with J. Fenton and S. Hautbois to review the TreasurerŐs roles and responsibilities and S. Hautbois will help transition the Treasurer role to W. Tjahjana over the next few months.

 

 S. Hautbois advised the Board that we have one CD that matures in September and the Board needs to decide what to do with the funds at that point.  Additionally, S. Hautbois presented the draft audit report for review.  FOEHA completed the audit with no discrepancies.  The auditorŐs two comments were:

 

1.      The association needs to officially deposit and then withdraw funds into the Reserves account so that a record is generated.  We had used some reserve funds directly for path repair in 2009 without going through the deposit-and-withdrawal process.

 

2.     The association carried more than 10-20% of its funds in the Unappropriated Equity category.  R. Crowe moved to transfer $21,000 of the excess funds into the Replacement Reserves category and A. Tolman seconded the motion and it was unanimously approved.

 

A. Tolman moved to accept the audit with the two modifications noted above.  R. Crowe seconded the motion and it was unanimously approved.

 

Open Spaces

 

D. Boggs reviewed the Open Spaces expenses, which remain on budget for the year so far. 

 

Other updates:

á      The new three-year landscaping contract with J. Nolesco is now in effect.

á      H. Molina is obtaining an estimate to repair the white fence at West Ox road and to remove a tree on Ox Hill road. 

á      Ronco will repair the damaged controller box at the Alder Woods entrance

á      D. Boggs will assess the damaged trees on the Washington Brice lot.

á      D. Boggs recommended a landscape architect, Sharon Ross, to review a water-damaged landscape area in the common grounds behind the pool.  J. Fenton will also review the issue.

á      A beehive was removed from the Washington Brice tot lot.

 

ARB

 

L. Neely updated the board on the ARB status.  The ARB reviewed five applications and approved four of them. The fifth one, a preliminary application for driveway and pipe stem repair, was discussed by the ARB and feedback was collected to provide back to the applicant.  The ARB also discussed a FOEHA Standards change concerning improvements that are discovered to be on FOEHA common lands.  The ARB recommended that additional wording be added to the application and not the standards.

 

Old Business

 

Traffic Calming Study:  the task force met on March 25th at Supervisor FreyŐs office to review the recommendations submitted by the task force.  Supervisor FreyŐs office will review the recommendations and will prepare a ballot for a community vote.  Fair Oaks Estates will mail the ballots to homeowners and we need at least 50% participation for a valid survey and, of the respondents, 60% need to approve the traffic calming measures in order to move forward.

 

Brick repair:  there is a second bid pending on the brick repair task.

 

New Business

 

FORA requested that J. Fenton notify them of new owners in the neighborhood so they can contact them regarding the pool, or possibly have Sequoia add a flyer about the pool to the disclosure packets sent to new homeowners.  The Board discussed the matter and agreed that FORA and FOEHA are separate entities and not all homes include a transfer of pool membership with the sale, so J. Fenton will simply notify FORA when new homeowners move in and FORA can contact the owners directly.

 

The meeting was adjourned at 9:05 p.m.  The next meeting is May 20, 2010.