Fair Oaks Estates Homeowners Association

Board of Directors Meeting Minutes

March 18, 2010

 

The Board meeting was held at the Sequoia Management office, 13998 Parkeast Circle, Chantilly, VA.  The meeting was called to order at 7:32 pm.  In attendance were R. Crowe, A. Tolman, J. Fenton, S. Hautbois, D. Knoche, P. Okoli, S. Pearl and D. Boggs.

 

Open Forum

 

K. Sanzone could not attend the meeting since the FORA annual meeting was scheduled for the same night.

 

ARB

 

D. Knoche updated the board on the status of the ARB application that was under review and contested by a resident last month.  The homeowner modified the design of the three-story addition and the objection against it was withdrawn.  The application as amended was approved by the ARB.  The ARB also reviewed and approved applications for new windows and a new door color in the neighborhood, as well as a contingent approval for a backyard propane tank providing the applicant obtains the required permit and inspection.

 

SecretaryÕs Report

 

The February meeting minutes (as updated by J. Fenton) were presented to and reviewed by the Board.  A motion was made by R. Crowe and seconded by P. Okoli to approve the February minutes as presented.  The minutes were unanimously approved.    

 

TreasurerÕs Report

 

The Treasurer discussed the financial report.  Audits and tax returns are in progress.  The financial status this year is on track with the budget to date. 

 

Open Spaces

 

D. Boggs reviewed the Open Spaces expenses, which included some additional expenses for leaf and snow removal this year.  There are still funds in the tree removal budget and miscellaneous budget to help offset these extra expenses. 

 

Other updates:

á      H. Molina removed a tree from the Washington Brice tot lot. 

á      The white fence on Ox Hill Road was damaged due to the snow and J. Fenton will get an estimate from H. Molina on the cost to repair it. 

á      D. Boggs has continued hauling trash from the common area trashcans but this task will be added to the statement of work for the new landscaping contract.  The common area trashcans need to be emptied every other week throughout the year.

á      There are two street lights out in the community.  S. Hautbois contacted Dominion Virginia Power to repair one near her house.  R. Crowe suggested adding contact information for Dominion to the next Acorn so that residents know who to contact if any more streetlights burn out.

á      There are three landscaping bids under consideration.  The bids are close but not all include the common area trashcan emptying task in writing.  J. Nolesco made a verbal offer to include the trashcan task; J. Fenton will confirm this with J. Nolesco.  R. Crowe made a motion to approve J. NolescoÕs bid contingent on amending the bid to include the common area trashcan task in writing for a total bid not to exceed $13,000 a year for three years.  A. Tolman seconded the motion and it was unanimously approved.

 

Old Business

 

Traffic Calming Study:  the task force met on March 4th at Navy Elementary School to review traffic calming options for the neighborhood.  The task force agreed on the following options:

1.      Add a three-way stop at Ox Hill and Charles Stewart

2.     Add a raised traffic median at 12400 Ox Hill Road

3.     Add a four-way stop at Charles Stewart & Alexander Cornell, or Charles Stewart & Lt. Nichols Road.

4.     Add three-way stop signs along Ox Hill

5.     Continue to review suggestions for ways to slow down traffic on Ox Hill

 

The next meeting of the task force will be March 25th at 7:30pm at Supervisor FreyÕs office.  The task force will meet with the Fairfax County Department of Transportation and Supervisor Frey to review the recommendations.  The county will then coordinate options with VDOT.

 

Other Items:

á      J. Fenton investigated bulk mailing the Acorn newsletter and the savings would only be $0.07 per item ($24 per month), plus weÕd have to coordinate scheduling and delivery with the post office and purchase new software to support this option.  The board decided this was not a sufficient cost savings and will not pursue this further.

á      FORA has paid their lease for 2010.  There is a trailer parked in the pool parking lot; J. Fenton will investigate.

á      Some brickwork needs to be repaired at the entrance.  J. Fenton will get a second estimate on repair costs.

 

 

 

 

New Business

 

None presented.

 

The meeting adjourned at 8:01 pm to executive session to discuss delinquent account status and attorney correspondence. 

 

The regular meeting was reconvened at 8:55 p.m.  Management will instruct the attorney to proceed as discussed.   

 

The meeting was adjourned at 9:05 p.m.  The next meeting is April 15, 2010.