Exeter Homeowners Association

Meeting Minutes

The meeting was held at the Exeter Clubhouse on October 28, 2004.

Board members in attendance: Kevin Manuel Scott, Calvin Neal, Misha Ptak, Marilyn Torres, Michael White, Jennifer Whyte and new board member Kathleen Finnegan

Board members absent with notice: Erick Fabrizio

Others in attendance:            Gene Campbell, PMP Community Manager

                                                Kristi Cluff, Recording Secretary

                                                See Official Sign-In Sheet for Residents in Attendance

The meeting was called to order at 7:04PM by Calvin Neal.

-          On a motion by White, seconded by Manuel-Scott, the Board unanimously agreed to approve the agenda as revised.

Resident Forum

-          Resident of 205 Whitney and a couple of other neighbors were present to appeal to the Board to consider allowing aluminum fencing in the neighborhood.    

Liaison & Committee Reports

-          Bill Whyte of the Landscaping Committee reported they are working on renegotiating the 2005 landscaping contract with Blake Landscapes. Bill also reported the plantings around the monuments have been completed. The landscaping committee does not plan to meet for a couple of months.

-          Jennifer Whyte of the Community Events Committee reported that there are plans to build a new high school and on January 26^th, the Loudoun County School Board will be at the clubhouse to discuss the plans.  Notification will be sent out in the next newsletter.

-          Misha Ptak reported on behalf of the Newsletter Committee that they are going through the final proofing and the newsletter will be ready to go out early with the 2005 operating budget included.

-          Financial Report was presented by Misha Ptak, Treasurer. The financial summary through 09/30/04 is as follows:

Operating Account            $67,205.82

Reserves                      $543.670.85

Delinquencies                        $17,758.13

Business Meeting

-          On a motion by Manuel-Scott, seconded by Whyte, the Board unanimously approved the September 23, 2004 meeting minutes as written.

-          Case No. 04-10-1401110: On a motion by Ptak, seconded by Whyte, the Board unanimously ruled that the homeowner must bring the shed into compliance by painting the shed roof to match the color of the house roof.

-          Case No. 04-10-3303530: On a motion by Neal, seconded by White, the Board unanimously ruled that the homeowner must correct the storage violations within fifteen (15) days or a fine of ten dollars ($10) for each violation observed by the Board or the managing agent shall be imposed.

-          Case No. 04-10-3303501: On a motion by Neal, seconded by White, the Board unanimously ruled that the trash violations must be corrected within fifteen (15) days or a fine of ten dollars ($10) for each violation observed by the Board or the managing agent shall be imposed.

-          Case No. 04-10-4080900: No action was taken at this time pending recommendation from the Architectural Review Board (ARB) regarding decorative objects.

-          Case No. 04-10-1801160: No action was taken at this time pending Carolyn Anderson, ARB Chair, contacting the homeowner to complete the necessary paperwork.

-          Case No. 04-10-1907170: On a motion by White, seconded by Whyte, the Board unanimously ruled to issue a fine of fifty dollars ($50) and any future yard maintenance violations observed by the Board or the managing agent would result in a fine of ten dollars ($10) per incident.

-          Case No. 04-10-3006300: On a motion by Neal, seconded by Ptak, the Board unanimously ruled to issue a fine of fifty dollars ($50) and any future storage violations observed by the Board or the managing agent would result in a fine of ten dollars ($10) per incident.

-          On a motion by Torres, seconded by Whyte, the Board unanimously agreed to appoint Kathleen Finnegan to fill Jay Petersons’ term (2007).

-          On a motion by Neal, seconded by Whyte, the Board agreed 3-2-2, with Manuel-Scott and White against and Neal and Finnegan abstaining, to renew it’s subscription with Community Associations Institute in the amount of three hundred seventy five dollars ($375) provided the magazines are sent to the appropriate number of Board members.

-          On a motion by Manuel-Scott, seconded by White, the Board defeated 1-5-1, with Neal, Ptak, Torres, White and Whyte against and Finnegan abstaining, the motion not to award a contract to Northern Virginia Line Striping for fire lane curb painting.

-          On a motion by Torres, seconded by Whyte, the Board agreed 5-0-2, with Manuel-Scott and Finnegan abstaining, to accept the contract by Northern Virginia Line Striping for fire lane curb painting as amended (without stencils) in the amount of four thousand five hundred fifty six dollars ($4,556).

-          On a motion by Ptak, seconded by Torres, the Board defeated 3-3-1, with Manuel-Scott, Neal, and White against and Finnegan abstaining, the motion to contract DPW to remove the rusted and damaged fire lane signs.

-          On a motion by Whyte, seconded by Neal, the Board agreed 3-2-2, with Manuel-Scott and White against and Finnegan and Ptak abstaining, to contract DPW to get rid of all the fire lane signs at a cost of thirty dollars ($30) each provided that price includes disposal.

-          On a motion by Neal, seconded by Whyte, the Board agreed 6-0-1, with Finnegan abstaining, to accept Dominion Powers’ Right of Way agreement to move the power lines behind 205 Whitney onto Common Area.  

-          On a motion by Neal, seconded by Manuel-Scott, the Board agreed 6-0-1, with Finnegan abstaining, to accept Blake Landscapes 2005 landscaping contract with 24 mows, 12 edgings and the removal of the lime line item for an annual cost of one hundred thirty five thousand nine hundred fifty two dollars ($135,952).

The Board went into Executive Session from 9:15PM to 9:35PM

The Meeting adjourned at 9:35PM.

PENDING ACTION ITEMS