Meeting Minutes
The meeting was held at the Exeter Clubhouse on
Board members in attendance:, Dawn
Atkins, Kelly Bartmess (
Board
member absent with notice: Jennifer Whyte
Board
member absent without notice: Sandy Vojack
Others in attendance: Gene Campbell, PMP Community Manager
Kristi
Cluff, Recording Secretary
Jim
& Niki Mason, Mason and Mason
See
Official Sign-In Sheet for Residents in Attendance
The meeting was called to order at
- On a motion by Atkins, seconded by White, the Board unanimously agreed to approve the revised agenda.
Resident
Forum
- During the resident forum, items discussed without resolution were: the berm behind 717 Longfellow; the drainage issue behind 344 Coltsridge; the shed roof color and the sidewalk in front of 344 Coltsridge; Caroline Jones, a resident, requested the Board make it mandatory that young children that wear diapers be required to wear rubber pants; and Jim Mason, Mason & Mason Reserve Analysts, presented an overview of the reserve study recently conducted in the community.
- Carolyn Anderson of the Architectural Review Board provided recommendations for a new shed guideline.
-
Financial Report was presented by Misha Ptak,
Treasurer. Ptak proposed a ladder investment plan.
-
On a motion by Kirsten, seconded by Atkins, the
Board unanimously approved the
Recording the hearing results of
an executive session on
-
Case No. 04-04-1305390: A motion by Neal, seconded
by Kirsten, failed to carry, 3-3-0, with Kirsten Vojack and White opposed, to
allow the shed to remain as is. The Board directed PMP to issue a letter
stating a decision has been tabled until such time the Architectural Review
Board and Board review the current shed guidelines.
-
Case No. 04-04-8080660: On a motion by Whyte,
seconded by White, the Board unanimously ruled the fence cement work must be
completed so that the fence is straight and not propped up within thirty (30)
days or a fine of ten dollars ($10) per day shall be imposed until corrected.
-
Case No. 04-04-1503150: On a motion by Kirsten,
seconded by Vojack, the Board unanimously ruled the motorcycle must be removed
from the rear yard within thirty (30) days or a fine of ten dollars ($10) per
day shall be imposed until corrected.
-
On a motion by Ptak, seconded by Neal, the Board
unanimously approved to transfer three hundred thousand dollars ($300,000) from
the Merrill Lynch money market account into three (3) one hundred thousand
dollar ($100,000) CDs in separate banking institutions on June 1, 2004 as follows:
1) 6-month term to be converted to 12-month recurring term; 2) 3-month term to
be converted to 6-month recurring term; and 3) 12-month recurring term.
- On a motion by Ptak, seconded by Bartmess,
the Board unanimously agreed to overrule their prior decision to overlay the Fieldstone
section of the walking path and, further, not to overlay the
-
A motion by Kirsten, seconded by White, failed to carry,
3-3-1, with Neal, Ptak and Bartmess opposed and Torres abstaining, the ARB’s
proposed modification to the shed guidelines.
-
On a motion by Kirsten, seconded by White, the Board
adopted, 6-0-1, with Ptak abstaining, Administrative Resolution A04-001,
Committee Operating Procedures.
-
On a motion by Kirsten, seconded by White, the Board
unanimously agreed to adopt Administrative Resolution A04-002, Establishment of
Community Events Committee.
-
Based on the approval of Administrative Resolution A04-002,
on a motion by White, seconded by Atkins, the Board unanimously agreed to cancel
Policy Resolution C98-008, Pool/Rec Social Activities Budget.
-
On a motion by Neal, seconded by Torres, the Board disapproved,
6-0-1, with Kirsten abstaining, the Swim Team request for an additional
practice day on June 18th.
-
On a motion by Ptak, seconded by Neal, the Board approved,
6-0-1, with White abstaining, the Valley Crest proposal to replace the posts at
the pool driveway entrance provided they install shorter posts and utilize a
cable instead of a chain.
-
On a motion by Neal, seconded by Kirsten, the Board
unanimously agreed to accept the upgraded proposal by Loudoun Valley Floors to
sand and refinish the Clubhouse floor at a cost of three thousand one hundred
ninety dollars ($3,190). PMP is to clarify the number of coats included in the
upgraded proposal.
-
On a motion by Kirsten, seconded by Atkins, the Board
agreed, 6-0-1, with Neal abstaining, to accept the proposal by Blake to add
additional mulch to the tot lots. PMP is to work with Blake to get the cost
lower than the quoted one thousand seven hundred fifty dollars ($1,750), and
clarify how much additional mulch, and to what depth, to apply.
-
On a motion by White, seconded by Kirsten, the Board
unanimously agreed to accept the contract in the amount of eight hundred and
fifty dollars ($850) to Frederick Fence Company to repair the dry pond tot lot
fence.
-
On a motion by Kirsten, seconded by Atkins, the Board
unanimously agreed to adopt Policy Resolution P04-001, Property Violation
Enforcement Guidelines and Procedures.
-
The Board agreed to increase the Employee Dishonesty Policy
at the next renewal, if necessary.
-
Carolyn Anderson of the ARB will draft an article for the
next newsletter advising homeowners on the ARB’s recommendations for replacing
roof shingles.
-
Marilyn Torres will contact Jane Hammer, the Welcoming
Committee Nominee, and work with her within the context of the existing Community
Events Committee.
The Board went into executive session from
-
Case No. 04-04-1305390: On a motion by Neal, seconded
by Kirsten, with Torres abstaining, the Board agreed to notify the homeowner
that the maintenance violation must be corrected within 30 days or a fine of
ten dollars ($10) per day shall by imposed until corrected.
Items discussed; Century should be requested to enforce the rubber pant rule for toddlers; PMP was directed to take “before and after” pictures of the shed at 505 Radford to be used as examples for residents wishing to paint their Rubbermaid sheds; Marilyn Torres will write a notice for the newsletter about smokers disposing of their cigarette butts properly; and Dawn Atkins mentioned many of the street signs around the community are faded.
The Meeting adjourned at
|
Month-Year-Number |
Assigned
To |
Due Date |
Action
to be Taken |
Status |
Priority |
|
|
PMP |
May 04 |
Investigate beading the basement doors to prevent skate
boards from using it as a ramp |
Open |
Low |
|
|
PMP |
May 04 |
Work with Dominion
Paving to see if clubhouse walkway drainage can be addressed during repaving |
Pending Dominion Proposal |
High |
|
|
PMP |
May 04 |
Follow up with
Blake/Fieldstone about the berm between Fieldstone and Longfellow – Stuff is
dead, follow up with Blake to see if and when it will be replaced |
Open |
High |
|
|
LCSB |
May 04 |
Installation of
school crosswalk off Bellview |
Pending |
Medium |
|
|
Landscape
Committee |
May 04 |
Make
recommendations for tree replacements after property inspection |
Open |
Medium |
|
|
PMP |
May 04 |
Have the pool deck
power-washed two weeks prior to opening |
04/02 Advised
Century |
High |
|
|
PMP |
May 04 |
Check with Town
about installing a speed limit sign on Ambrosia |
4/06 Pending Town
Response |
Medium |
|
|
PMP |
May 04 |
Request a crime
prevention speaker from the Town to make a presentation at the Annual Meeting |
4/06 Will provide;
speaker TBA |
High |
|
|
Ptak/PMP |
Jun 04 |
Transfer money
market funds into 3 $100K CDs |
Open |
High |
|
|
PMP |
May 04 |
PMP to get
engineering firm to provide recommendations to alleviate the drainage
problems behind 344 Coltsridge and along the berm behind Longfellow |
Open |
High |
|
|
BoD |
May 04 |
Review Mason &
Mason Reserve Study; make recommendations for adoption |
Open |
High |
|
|
PMP |
May 04 |
Make approved
modifications to pool driveway entrance |
Open |
Medium |
|
|
PMP |
May 04 |
Have clubhouse
floor sanded/sealed |
Open |
Medium |
|
|
PMP |
May 04 |
Have additional
mulch added to tot lots |
Open |
Medium |
|
|
PMP |
May 04 |
Repair dry pond
tot lot fence |
Open |
High |
|
|
PMP |
|
Increase Employee
Dishonesty Policy amount at renewal |
Open |
High |
|
|
|
May 04 |
Draft newsletter
article regarding roof shingle replacement |
Open |
High |
|
|
Torres |
May 04 |
Contact Welcoming
Committee nominee and work with her within the context of the existing
Community Events Committee |
Open |
Low |
|
MONITOR |
|
|
DESCRIPTION |
STATE |
|
|
|
PMP |
May 04 |
PMP to pursue
insurance claim $500. Deductible against the insurance company of the
individual responsible for driving into the lower tennis court |
Open |
High |