Fair Oaks Estates Homeowners Association

Board of Directors Meeting Minutes

December 17, 2009

 

The Board meeting was held at the Sequoia Management office, 13998 Parkeast Circle, Chantilly, VA.  The meeting was called to order at 7:35 pm.  In attendance were D. Boggs, R. Crowe, J. Fenton, S. Hautbois, M. Knoche, P. Okoli, and A. Tolman.

 

Appointment of Officers

 

A motion was made by A. Tolman and seconded by P. Okoli to appoint R. Crowe as President.  The appointment was unanimously approved.

 

A motion was made by R. Crowe and seconded by P. Okoli to appoint A. Tolman as Vice President.  The appointment was unanimously approved.

 

A motion was made by R. Crowe and seconded by A. Tolman to appoint S. Hautbois as Treasurer.

 

The Secretary position is temporarily vacant.  A notice will go into the January Acorn asking for volunteers. 

 

The 2010 Board of Directors and their terms are as follows:

 

                                    R. Crowe         President                     11/2010

                                    A. Tolman       Vice President             11/2011

                                    P. Okoli           Director                       11/2012

                                    S. Hautbois     Treasurer                     11/2010

 

SecretaryÕs Report

 

The November meeting minutes were not available.  They will be approved at the January meeting. 

 

Open Spaces

 

D. Boggs discussed the vandalism at the entrance monument.  He is in the process of purchasing replacement parts and an additional battery to keep the solar lights on longer.  Management will email a website for solar replacement parts.  The tree budget is over as well as the West Ox entrance line item.  The auditor will take the money from unappropriated equity.

 

The tot lot equipment has been removed by Humberto from the Washington Brice lot.  The new equipment is scheduled for delivery on December 28th.

 

 

TreasurerÕs Report

 

The Treasurer discussed the November financial.  The extra cash in the checking account is for the new tot lot.  The FDIC has extended the limit of insured funds until 2013.  We will accrue expenses for the winterization from Ronco and the Shenandoah leaf removal.   

 

ARB

 

M. Knocke, ARB representative, stated five applications were received in the last month and all were approved.  The ARB had questions regarding the trampoline on Washington Brice.  There is also a dangerous tree on the lot.  D. Boggs will send management the photo of the tree and an email will be sent to the owner to complete an application for the trampoline and tree removal.  The owner on Washington Brice blowing leaves into the street was cited by VDOT and has cleaned them up.  There is no answer as yet from the John Barnes violation.

 

Old Business

 

The information regarding the traffic calming study was discussed.  P. Okoli agree to chair the committee and the Acorn will ask for volunteers to email their information to management.

 

New Tot Lot Equipment - A motion was made by R. Crowe and seconded by A. Tolman to approve the new tot lot equipment - $14,653.96 for material and $900 for labor to remove the existing equipment.  The contract was unanimously approved.

 

Snow Removal Contract - A motion was made by A. Tolman and seconded by P. Okoli to approve the sidewalk clearing contract for Humberto.  The contract was unanimously approved.

 

New Business

 

R. Crowe suggested providing electronic copies of the Acorn to owners that sign up to save on postage.  A. Tolman will talk to A. Treiber to work out the logistics.

 

R. Crowe will discuss options regarding the incorporation of the pool into the Fair Oaks association. 

 

The meeting adjourned at 8:40 pm to executive session to discuss ARB violations and attorney correspondence. 

 

The regular meeting was reconvened at 9:00 p.m. 

 

The meeting was adjourned at 9:02 p.m.  The next meeting is January 21, 2010.