Fair Oaks Estates Homeowners Association

Board of Directors Meeting Minutes

February 18, 2010

 

The Board meeting was held at the Sequoia Management office, 13998 Parkeast Circle, Chantilly, VA.  The meeting was called to order at 7:37 pm.  In attendance were R. Crowe, J. Fenton, S. Hautbois, D. Knoche, P. Okoli, S. Pearl and R. Oborn.

 

Open Forum

 

R. Oborn briefed the board on his discussion with K. Sanzone regarding the FORA Pool BoardÕs proposal to become a separate committee under the FOEHA Board.  The FOEHA Board discussed the proposal.  R. Crowe suggested that a representative from the Pool Board could attend the FOEHA Board meetings each month to keep the FOEHA Board up to date on Pool issues.  J.  Fenton suggested that the Pool Board could investigate setting up a separate management contract with Sequoia, which would help the Pool Board manage the billing, notices, pool management contracts, maintenance and oversight.  J. Fenton will follow up with Sequoia management.

 

ARB

 

D. Knoche presented a list of seven ARB volunteers for FOEHA to approve:

á      D. Knoche, Chair

á      M. Guarino – Vice Chair

á      L. Neely – Secretary

á      D. Nowack – Member

á      M. Macdonald – Member

á      A. Treiber – Member

á      A. Manley - Member

 

A motion was made by R. Crowe and seconded by P. Okoli to approve the members as presented.  The motion was unanimously approved.

 

D. Knoche also briefed the board on the status of an ARB application that is under review and contested by a resident.  The board reviewed the ARB rules, the application information and photographs.  The ARB will continue to review the application.

 

SecretaryÕs Report

 

The January meeting minutes were presented to the Board.  A motion was made by R. Crowe and seconded by P. Okoli to approve the January minutes as presented.  The minutes were unanimously approved.    R. Crowe also moved to appoint S. Pearl as the board secretary and P. Okoli seconded the motion.  The motion was unanimously approved.

 

TreasurerÕs Report

 

The Treasurer discussed the financial report.  There are 10 homes that still need to pay the 2010 HOA dues and S. Hautbois is coordinating the notification effort for those residents.  S. Hautbois opened the new no-penalty CD for cash reserves as discussed at JanuaryÕs meeting.

 

Open Spaces

 

D. Boggs sent in the Open Spaces status via email and the board reviewed it at the meeting.  D. Boggs is reviewing bids for the landscaping contract renewal and bids to repair some damaged brickwork at the Alder Woods – Charles Stewart entrance.  D. Boggs will make some additional repairs to the West Ox – Ox Hill entrance himself.  The board reviewed a complaint regarding a parked vehicle that was blocking snow removal efforts in the community and J. Fenton will get pictures of the vehicle to review.  S. Hautbois requested some modifications to the HOA budget spreadsheet so that Open Spaces items would be grouped together as one category.  J. Fenton will reorganize the budget so that the items Other Landscaping, Trash Removal Service, Sprinkler System Service, Water Bill and Snow Removal are moved from the ÒContracts ExpenseÓ category to the ÒOpen SpacesÓ category.  J. Fenton sent bills for recent snow removal to the board for payment and review.

 

Old Business

 

D. Hautbois and J. Springer volunteered, via email, to participate in the Traffic Calming Study.  P. Okoli will follow up with some residents who have also expressed interest.  The board discussed the purpose of the study group and agreed that the group should review and discuss the available traffic calming options with the traffic engineers, and the engineers would present recommendations to the community.  P. Okoli will talk to the Fairfax Transportation Office to get a list of options; a future step is to meet with Supervisor FreyÕs office.  The board will also add a notice in the upcoming Acorn to inform the community of who has volunteered for the group so far.

 

The board discussed the suggestion to send out an electronic copy of the Acorn in lieu of the paper version to save postage costs.  It is possible to set up a group distribution list but there would have to be a list administrator to manage requests to join or leave the list.  J. Fenton will look into bulk mailing options for the Acorn and report at the March meeting.

 

The neighboring Fair Woods Association will remind their residents via their newsletter to clean up after their pets in the common areas adjoining Fair Oaks Estates.

 

New Business

 

Several pine tree branches fell down during the snow storms on Mr. PlaseidÕs property at the top of Ox Hill Rd.  J. Fenton will get in touch with Mr. Plaseid so he can coordinate removal of those branches.

 

The meeting adjourned at 8:54 pm to executive session to discuss account status and attorney correspondence. 

 

The regular meeting was reconvened at 9:15 p.m.  Management will instruct the attorney to proceed as discussed.  The Board unanimously agreed to not assess any interest or further fees against the homeowner who sent their check to the incorrect address, but the late fees must be paid. 

 

The meeting was adjourned at 9:18 p.m.  The next meeting is March 18, 2010.