Fair Oaks Estates Homeowners Association

Board of Directors Meeting Minutes

July 16, 2009

 

The Board meeting was held at the offices of Sequoia Management at 13998 Parkeast Circle, Chantilly, Virginia.  The meeting was called to order at 8:00 pm.  In attendance were S. Hautbois, D. Boggs, J. Fenton, D. Knoche, R. Oborn and A. Tolman.

 

SecretaryÕs Report

 

The minutes from the June meeting were reviewed.  A motion was made by Mr. Tolman and seconded by Mr. Oborn to approve the minutes, and the motion passed. 

 

TreasurerÕs Report

 

Ms. Hautbois noted the CD at Virginia Heritage matures on July 18th and she will call the bank on Monday to roll it over for three years at the best possible rate.  Two additional CDÕs mature on August 22nd, BB&T and Virginia Heritage.  Determinations on these CDÕs will be made at the next meeting.

 

The association is slightly over budget due to items being paid out of operating and other unanticipated legal expenses.  The association has a surplus of $32,593 at the end of June.

 

Ms. Hautbois requested to leave the operating BB&T account in place.  She has an excellent working relationship with the bank.  The Board agreed.

 

Open Spaces

 

The path work has been completed and Mr. Boggs approved the release of the final 25%.  With the problem concerning the larger equipment, damage by the dump trucks, rough grade of asphalt and different style of edging, we would not use Paving Solutions in the future.

 

The sprinkler system is working and an appointment has been set up with RONCO on July 24th between 8:00 and 11:00 a.m. to pick up the keys and learn to use the system. 

 

Mr. Boggs wants to wait on the removal of the debris and two dead trees, one at the Fair Oaks sign by West Ox and the other by the black fence. 

 

Management will research the owners of the chain link fence that is damaged, may be Atlantic Realty and notify the park authority of the downed tree on the path.

 

Shenandoah submitted their proposal for 2010 thru 2012 with no increase for 2010, a 3% increase for 2011 and no increase for 2012.  David will meet with Humberto, with Gabby to translate, to show him the areas and have him bid on the work.  Javier will also be contacted for a bid. 

 

ARB

 

The ARB had three applications, a swing set, a walkway and a driveway expansion.  There were three trailers in the neighborhood, one in a driveway, one parked in the yard beside the driveway and one on the road.  The two on the individual lots have been removed.  The one on Alexander Cornell will be gone by July 27th.

 

A dumpster and portable facility on Ox Hill were discussed.  Per the ARB Standards, these can be in place for six (6) months for a home renovation.

 

The asphalt paths were discussed, as were crosswalks at the paths on Washington Brice, Ox Hill and at the pool on Charles Stewart.  It was suggested talking to VDOT about the hashed crosswalks with flashing lights, similar to the ones at Fair Oaks Hospital.  Management will talk to Supervisor FreyÕs office as to adding these items, as well as speeding on Charles Stewart, to the traffic calming study.

 

Old Business

 

The new proxy and street list of the homes that have already voted by proxy were emailed and included in the Board package.  Management will make sure Art has the new proxy for the web site.

 

New Business

 

The State Corporation Commission report was updated and signed by Mr. Oborn.

 

Executive Session

 

The regular meeting adjourned at 9:00 pm to executive session to discuss delinquencies and rules violations.

 

The regular meeting was reconvened at 9:05 p.m.  Management will notify the Board if the $269.50 is received.

 

The next meeting is at 7:30 p.m. on Thursday, August 20, 2009.

 

Adjournment

 

The meeting was adjourned at 9:06 p.m.