Flint Hill Manor Townhouses Association
Annual Meeting -
Draft Minutes
LIST OF ATTENDEES:
Board Members - Paul Foderaro, Bonnie Mason
Koger Management – Jingle Dodson
Homeowners – Bell, Donald; Cutler, Tim; Foxen,
Anthony; Grant, Christopher; Lamagra, Paula; Oberst, Karen; Swiger, Valerie; Thomas,
Julie
Proxies
-
Cutler, Tim for Arze, Gabriela
Cutler, Tim for Biagi, Mr. & Mrs. Gene
Cutler, Tim for Chauhan, Singh
Cutler, Tim for Forbes, Russell & Jennifer
Cutler, Tim for Halloran, Mr. & Mrs. Richard
Cutler, Tim for Hickson, Margaret
Cutler, Tim for Hotz, Mr. & Mrs. Raymond
Oberst, Karen for Pfaff, Susan
Cutler, Tim for Schwartz, John & Jocelyn
Cutler, Tim for Shoushanian, David
Cutler, Tim for White, Rodney & Briana
GENERAL BUSINESS:
-
Meeting started at
- Board members introduced: Paul – President; Jim Lynch – Vice President (absent); Bonnie – Treasurer; Andre – Secretary (absent)
- Last year’s minutes approved at the end of the meeting (Julie motioned, Karen Seconded)
BOARD OF DIRECTORS BRIEFING:
Paul Foderaro presented the following:
-
Selection of New Management Company
o Accounting
irregularities at Koger were identified by association auditors. (It has been in the news recently). In our case $2,500 was taken out from out
account in January ’06 and returned in June ’06.—Our auditor had identified
this.
§
A letter went out to all HOA board members on
o Due
to the accounting irregularities and other performance issues, the BOD
terminated its contract with Koger, effective
o Betsy
Johns, is President of AMSi and our association manager will be Doug Plapp.
o Plan
to send out letter to community regarding the situation at koger (Note: subsequent to the meeting, our attorney
raised concerns regarding the letter, so the BOD will not send out the letter).
- Financial Condition
o The cash balance (checking, money market, and CDs) is at about $56,000, up from $36,000 in the prior year. This was due to funds received from a homeowner that we almost foreclosed on and an increase in association dues. The president noted that payments have not yet been made for about $3,000 in snow removal and about $2,000-$3,000 in tree work.
- Projects Performed/Actions Taken
o Performed tree maintenance (removed a large tree behind 10311 GC that was endangering a home and a pine tree that was dripping sap on a car near 10300 GC).
o Removed Tot Lot equipment.
o Seeded bare spots in common area.
o Passed policy resolution for Fairfax County Animal Control Ordinance Enforcement.
o Installed
No Tresspassing, Animal Control, &
o Started sending out newsletters again.
- Residential Traffic Administration Program
o An engineering review conducted by the
Fairfax County Department of Transportation found that
-
Projects Planned
o Continued Tree Maintenance (We will likely need to trim back some of the common ground trees)
o The BOD obtained estimates for planting trees. The homeowners in attendance expressed support for the planting of trees. The BOD will plant trees in phases.
o Remove railroad ties and seed over tot lot area. This will either be performed by BOD members or contracted out.
- ARC
o Discussed the process performed in last spring’s ARC walkthrough.
o Discussed the results of the walkthrough.
o Discussed the upcoming walkthrough -
§ Continue to give 3 notices for external maintenance issues (fences, rakeboard/fascia board, overgrown trees, ground cover, etc.,.) and two notices for community type violations (improperly storing trash cans, bicycles/toys etc.,.) Also, community appearance type violations will be handled through spot violations.
§ Where feasible, will try to talk with homeowner first to explain violations, before fining.
§ Plan to perform ARC walkthrough in late April/early May.
o The president paid for the power washer out of his own pocket. He was lending it out to be helpful to homeowners.
o ARC Alteration Requests
§ 11 requests were received this past year (e.g. replacement doors/windows, roofing, landscaping, exterior paint colors, etc). The BOD was able to work with all homeowners.
o Trees in the front yard are homeowner’s responsibility. The BOD looks to see if tree limbs are abutting against neighbor’s home or if there are low hanging branches that are a danger to residents or could damage cars.
- Trash Issues
o People are continuing to set out trash early or after trash has been picked-up for the day
§ Hard to identify who is doing it, because trash is being set out on the bump out areas in the common ground
o People are not bundling tree limbs/brush properly for trash pick-up (need to be in 4 feet bundles about 6 inches wide and tied up, using twine/string)
- Follow-up on last year’s Discussion items
o Concern of speeding—The BOD obtained an estimate for the cost of installing a speed bump. Due to the high cost ($2,900) and the lack of assurance that this will deter the speeding (certain homeowners speed over existing speedbumps), the BOD will not pursue installing speed bumps. The homeowners in attendance generally supported the BOD’s position.
o Community run-down—The BOD seeded bare spots, aeration/overseeding was performed by pine ridge, and the BOD obtained an estimate for mailboxes. Due to the high cost ($1,000 per mailbox, with 10 mailboxes in the community), the BOD will not pursue installing mailboxes. One homeowner suggested having a special assessment. However, the BOD and others in attendance did not support this suggestion.
o Homeowner recommended no trespassing signs—No trespassing signs were installed.
o Homewoner recommended Fire lane signs be replaced—several Fire lane signs were replaced.
o Homeowner recommended parking lots be swept—The parking lots were swept. Also, The BOD has already scheduled the parking lots to be swept in Mid-May.
o Resident provided a photo of a tree limb encroaching on their property – The tree limb was removed.
o Some residents voiced concern about American Disposal— The BOD President believes this is the best service we’ve received in years.
o Homeowner asked what the ratio of homeowner to renters—As of last year, 65 homeowners on site and 18 tenants.
- Estimated cost of other items
o The BOD obtained an estimate to landscape behind 10301 GC to 10325 GC. (This areas gets over run with plant growth). The estimate was $10,000 to clear the overgrowth and put down mulch. Due to the high cost, the BOD will not pursue this landscaping proposal. A homeowner suggested having a spring clean-up day, with residents assisting in cutting back the overgrowth.
- Budget
o The budget was approved, recognizing there will be some variances as the budget was prepared prior to the selection of a new management company. (Karen motioned, Valerie approved).
- Other items
o The BOD discussed that a few homeowners heard there was a possibility that Metro would eliminate the 2W bus route on flagpole. The BOD will notify residents and ask them to contact Metro to show their support for the 2W.
o Tony provided a status on the Fiber optic network being installed on flagpole. He will follow-up with Verizon to see if the Fiber optic network can be made available to residents of Flint Hill Manor.
-
Letter from homeowner
o The
BOD president read an e-mail that was sent by a homeowner after last year’s
annual meeting.
BRIEFING ON KOGER’S WEBSITE:
No briefing was provided as many of the the features on Koger’s website do not work.
OPEN DISCUSSION:
-
A homeowner indicated that the fire lane signs
need a
- A homeowner suggested that the BOD put a bulletin board on its website so residents can post the name of contractors. The BOD will follow-up on this, but noted that the BOD would put a disclaimer on the bulletin BOD indicating that the BOD is not recommending the contractors.
- A couple of the residents had indicated that the roots from trees in the common area may be abutting their foundations, front steps, etc. The BOD will work with a Tree company to determine what steps can be taken to address this issue.
-
A resident indicated that the fence
dividing FHMTA from the 4 Winds condominium association (formerly
ELECTION OF BOARD MEMBERS:
- No new BOD members were elected.