Fair Oaks Estates Homeowners Association

Board of Directors Meeting Minutes

June 18, 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 7:35 pm. In attendance were D. Boggs, R. Crowe, J. Fenton, D. Knoche, R. Oborn, B. O’Connor, and

A. Tolman.

Secretary’s Report

The minutes from the March, April, and May meetings, as well as the May 18, 2009 special homeowner’s meeting, were reviewed. A motion was made by Mr. Oborn and seconded by Mr. Crowe to approve the minutes, and the motion passed.

New Business

Jennifer McNulty, a homeowner on Ox Hill, attended the meeting to discuss the issue of speeding in the community. There was a recent car accident on Ox Hill where a car flipped over. Additionally, Ms. McNulty’s husband’s car was hit in the middle of the night while parked on the street and was totaled. Ms. McNulty has been in contact with Supervisor Frey’s office, who advised her to contact VDOT. VDOT said that it would have to do a traffic study of our community before taking any action. The Board believes the last traffic study was done in 2006, which revealed that the average speed in the community at that time was 27 mph. That study also concluded that cut-through traffic to the hospital was not as large a problem as had been perceived. It was noted that it would not hurt to have Supervisor Frey’s office request VDOT to do another study. Furthermore, the problem of speeding would be highlighted in the next issue of the Acorn.

Treasurer’s Report

Overall, the Association is operating under budget for the year, but it is over budget on a couple of items, including legal (due to fees for amending the governing documents), administrative (postage), and open spaces (for West Ox entrance landscaping).

The sprinkler system at the West Ox entrance has been paid for. A basic sprinkling system will be installed for the plants around the sign. The sprinkler system can later be extended to the trees for $1500 if the Board elects to do so. The landscaping project for the West Ox entrance has been fully paid for.

The Board still has 25% of the path repaving bill outstanding, which will be paid once the company completes its clean-up for the project. The Board is waiting for Humberto to replenish the wood chips on the tot lots, which will cost $1500.

It was suggested that the Board look into a better-paying money market account for the BB&T IDA account, which is currently paying 1%. Virginia Heritage currently has some savings accounts with a guaranteed rate of 2.6% for six months. Sequoia was going to inquire about rates at ING.

Open Spaces

The tree that fell in the homeowner’s lot on Stewarts Ford Court was removed.

Mr. Boggs and some other homeowners cleaned the streambeds by the tot lot off of Ox Hill.

The sprinkling system has not yet been installed at the West Ox entrance due to rain.

Some complaints have been received about debris and some dead trees at the West Ox entrance. The debris was left by VDOT. Sequoia was going to contact VDOT to see if they will remove it.

Some concern was expressed about a dying tree on a lot near the Alder Woods entrance which overhangs open spaces. Sequoia was going to send the homeowner Humberto’s information if they want to get it removed.

ARB

The ARB has noted that FORA has not yet landscaped the area in front of their fence, as they promised to do in their application. FORA has told Sequoia that the landscaping will be done by July 31^st. There are also some drainage problems around this area that need to be addressed.

Some ongoing parking violations have been noted on Lt Nichols Court and the Plaseied property. Supervisor Frey’s office has been contacted. The problem with parked vehicles on the pipe stem off of Washington Brice appears to have been resolved.

It was again noted that a new Virginia law is being signed on July 1^st which restricts the parking of commercial vehicles (over 20 feet long) in residential neighborhoods. Both the Board and the ARB will want to evaluate this law on its usefulness in enforcing the violation against commercial vehicles.

It was noted that there is a trampoline that extends onto common ground on the lot that is next to the path that goes to the pool off of Alexander Cornell. The house is being rented, and the homeowner has said it will be taken care of when contacted.

It was reported that there is a home off of Ox Hill where the grass is being cut, but there is a garden area that is being overgrown by weeds or plants that are over six feet high and growing over the lot’s fence. The homeowner has been sent a letter to correct the violation.

The ARB received seven applications last month, six of which were approved. The applications included a tree removal, replacing the siding of a home, landscaping, replacing a picket fence, adding a deck with a screened-in porch, putting in a new walk-way, and remodeling a house. The one application that was rejected involved widening a driveway that will require a permit from VDOT.

Old Business

The Board is happy to report that the Washington Examiner is no longer being delivered within the Association.

Mr. Treiber requested that the documents discussing the amendments to the Association’s governing documents, as well as the proxy ballot, be provided to him in PDF format so he can post them to the Association website. Those who cast ballots at the special meeting and who did not indicate their name or address will not count toward the vote for the declarations and articles, to ensure that such votes are not double-counted when we go door-to-door.

New Business

Mr. Treiber has requested reimbursement in the amount of $107 for renewing the Association’s internet domain and for purchasing software. Methods for improving the website were discussed, and it was suggested hosting a competition among the more internet-savvy Associations members to design a new website.

The issue of pool parties was discussed. Pursuant to guidelines that were passed a couple of years ago when FORA obtained a special permit to host swim practices during special hours, pool parties are not supposed to go beyond a set time (either 9:00 pm or 10:00 pm). Special permission is needed to go beyond this time, and the surrounding neighbors must receive advance notice of any pool party that will go late. For adult parties, having a BYOB policy is fine, but alcohol may not be sold or served by the hosts at the parties.

The next Board meeting will be held July 16, 2009.

The regular meeting adjourned at 8:41 pm, and went into executive session.