LAKE AUDUBON TERRACE WEST CLUSTER ASSOCIATION
P.O. Box 8662
Reston, VA 20195
Meeting Minutes of March 24, 2004 Board of Directors Meeting
I. - The meeting was called to order at 7:05pm. All board members were present,
except for David Dyer. David joined the meeting at 7:13pm.
- Previous Board minutes unanimously adopted.
II. Management Report
- Insurance: Frank Pitt and Bob Shea met with Nationwide Insurance to review the
proposed policy. The new policy increases LATWCA general liability coverage to
$2M from $1M and reduces the premium by approximately $1,000.00 to
$1,221.00 per year. Frank signed the new agreement on behalf of the association.
- Revised 2003 Financials: TWC committed to revising the 2003 financials to
properly reflect the 2003 operating loss as described in prior months Board minutes.
- Cluster dues delinquencies in the amount of $950.00 were discussed. Frank
observed that these are the first instances of delinquent dues in the cluster’s
history. He will follow up with delinquent homeowners.
III. Members Forum
- Homeowners raised the issues of one or more dog owners failing to clean up after their dogs, and of trash which is ineligible for pick up being left for days in front of a home. Both issues were discussed. It was agreed that as a first step, the soon to be published Lake Audubon Newsletter, would remind homeowners to continue to observe common courtesy and RA and Cluster rules in these matters. Frank also said he would speak with AAA concerning the removal of some of the items.
- The issue of the Board’s responsibility to protect the Association’s rights and title to common property were discussed. It was agreed that the Board would draft and have legal council review, a letter providing a license and stating respective rights and responsibilities concerning recent unauthorized landscaping of common property within the cluster. $350.00 was budgeted for the legal review.
IV. Old Business
- Request for RA/Design Review Board approval of Board approved deck color palette was submitted on Monday, March 22nd. We should receive a reply in early April.
- On the same date, a request was made for RA approval for the removal of two dead trees on cluster property.
- Motion was made by Anita, seconded by Bob and unanimously approved to raise the budget for completion of work at the entrance to $2,200.00 ($1,865.00 estimate + 20%).
V. New Business
- Jim Binkley addressed the meeting and various motions were made and discussed concerning installation of lighting on the remaining concrete path with steps leading down to the wooden stairway to the dock. (the other two concrete paths with steps were lighted in 2002/2003). While it was generally agreed that the lack of lighting near these steps represents a hazardous condition, it was decided to defer further discussion of the budget for such lighting to the April Board meeting. At that time Frank and Bob will have contacted three paving contractors to determine the current cost of repaving the parking lot. A decision will be made as to whether repaving should be done this year, as recommended in the Reserves Study, or deferred until next year. Based on the adequacy of the current Reserve account, a decision can then be made concerning the source of funding to correct the hazard referred to above.
David expressed the view that the lack of lighting on the remaining pathways in the cluster also represents a hazard. The extent to which the lighting of the stepped pathway to the dock staircase would serve as a model for future lighting of all remaining concrete pathways in the cluster was discussed, and will be further discussed at the April Board meeting.
- Anita agreed to obtain three quotes to power wash and seal the dock and wood steps leading to it.
- Bob made a motion, seconded by Mark and unanimously approved by the Board to authorize the Landscaping Committee to spend up to $4,200.00 of the budgeted $5,000.00 on currently identified landscaping needs. Fran described the meetings that she, Paul, and Bob had with the four landscaping companies that submitted bids. She also reviewed her recommendations, which the Committee approved, concerning the assignment of the various tasks. Most of this work should be completed in April.
- David reported that the termination audit, required in our contract with TWC, has been scheduled and will cost approximately $900.00.
- Anita again made a motion, seconded by Bob, to schedule a bi-annual audit, by an outside CPA, of the cluster’s finances. The motion was defeated by a vote of 3 – 2. Those voting against a regularly scheduled audit cited the simplicity and transparency of the relatively few cluster financial transactions and the costs of an outside audit. Bob suggested that if no regularly scheduled outside audit is to be conducted that an audit committee of Association members be formed to review the cluster’s financial transactions each year. No decision was made at the meeting.
- Bob submitted a list of 18 financial and general management services required to conduct the cluster’s affairs in connection with the transition to self-management. Individual Board members volunteered to take primary responsibility for each of these 18 tasks.
- The meeting concluded with a detailed presentation by Fran concerning the landscaping work to be scheduled in April.
- The meeting adjourned at 10:30pm.
Submitted by Mark Getis/Krystal Johnson