February 7, 2007

Larry Velte called the meeting to order at 7:34pm. All 7 directors were present.

The January minutes were presented by Fred Fredericks. Fred moved that the minutes be approved and Dina Gorrell seconded. Motion passed 7-0. Fred also presented minutes from the special vote taken on-line that was certified as having passed on February 4, 2007. Fred moved that these special minutes be approved and Joe Meyer seconded. Motion passed 7-0.

Bernie Shinal presented the Treasurer’s report. The current balance is $48,693.51. Of that, $44,465.28 is in the checking account and the remaining $4,227.83 is in the reserve account. Bernie also presented a proof of insurance binder and a copy of the business license for Robert Barry, the contractor awarded the Bessmer walkway maintenance contract in the February 4 special vote. Bernie indicated that the $750 deposit to Mr. Barry would come from the general fund not the reserve fund as this money was specifically set aside in our annual budget as emergency maintenance. Finally, Bernie commented that Mr. Barry intended to commence work on the walkway on Thursday, February 8^th.

In preparation for the May annual meeting of the membership, the board reviewed a draft text of the postcard for members and article for the next issue of the Herald that had been prepared by Larry Velte. The board also discussed whether or not a separate letter on architectural controls and issues should be included in the official notice of the annual meeting. A consensus was reached to instead put an official slot on the annual meeting agenda to discuss these issues and alert homeowners to that effect in the letter that accompanies the proxy form in the annual meeting notice. The plan would then be to have the Herald article that discusses our annual meeting to refer specifically to the discussion on the architectural controls, as way of notifying the rest of the membership.

Joe Meyer presented the board with a draft letter explaining the difference between the KPW Community Association (HOA) and the Civic Association and encouraging members of our Association to also join the Civic Association. This letter would be given to Civic Association block captains to hand out to residents as the block captains visit each household that did not initially elect to join the Civic Association. Mary Hovland made some suggestions to the layout and said she would make some changes and forward those back to Joe. Joe would then handle making the copies and getting them to the civic association in time for the membership drive.

Joe Meyer reported that he had received communication from two members about trees on common land. One homeowner from Catterick Ct. indicated that there was a dead tree on common land that was leaning up against and wedged between two healthy trees. The homeowner is concerned that part of the tree could fall and hit his fence and/or shed. Bernie Shinal and Joe Meyer noted that they had visited the property to investigate. A second homeowner, from Tapestry Dr., also reported a dead tree on common land. This tree is still standing vertical, but were it to fall in the wrong direction, it could hit one of two nearby houses.

The board discussed whether to take action on one or both of these trees and whether to do this work now or wait until the board members had had a chance to walk the common land looking for other trees that needed work. Fred Fredericks commented that in the last two years, there have been no trees in our common land that were found by walking the land that were deemed in need of maintenance. Mary Hovland then moved that we have the two trees (previously identified on Tapestry and Catterick) taken care of now by Northern Virginia Tree Experts. Dina Gorrell seconded. In the discussion of the motion, Joe Meyer commented that we have used Northern Virginia Tree Experts in the past. They are responsive, reasonably priced, and have come in competitively when we have elected to solicit bids for tree work. The motion passed 7-0.

Following the discussion of the tree issue, it was noted that when the board members walk the common land this year, we would be taking notice of encroachment, and sending out letters to those homeowners. Larry Velte said he would soon be sending out a draft of this letter, including among other things verbiage noting that while continued use of the common land would be tolerated, that should any structures currently on common land need to be replaced that the homeowner replace them on their own lot, that the homeowners needed to cease all encroachment at time of sale of property, and that the homeowners would be liable in case of injury on land upon which they had encroached (liability potentially not covered by their homeowners’ policies).

Approximately 21 homeowners have not paid their membership dues for the current fiscal year. This number is higher than the approximately 11 who did not pay last year. Larry Velte noted that all have received their final notice via certified letter that the funds are due.

Finally, Larry Velte stated that he had received on behalf of the board floor plans of a proposed addition to 5273 Pumphrey Dr. The homeowners would like to extend their single-car garage approximately 4 feet to the rear and then build a room in a second story above the garage. The board referred the matter to the Architectural Committee, which is comprised of board members Larry Velte and Joe Meyer. It was noted that in order to judge the architectural harmony of the proposed addition, the Architectural Committee would need to see an elevation drawing or a description of the elevation before approving. The Architectual Committee will take that matter up with the homeowner and will notify the Board and the homeowner when a decision is reached.

The meeting was adjourned at 8:50pm.