Lake Audubon Terrace West (LATWCA)
Board Meeting
Meeting date:  April 4, 2012

Board members  in attendance: Lori Samolyk, President, Diane Humes, Treasurer, Ivan Terry, Vice President

Capitol Property Management: Kathy Gately

Others in attendance: Jim Binkley

Lori Samolyk called the meeting called to order 6:45pm. Quorum was present

Membership Forum: 

Jim Binkley (former Chief Architect for the US Postal Service and a licensed architect) appeared before the board to discuss his recommendations for compliance with the Fairfax Co. Fire Marshall’s Office statutes regarding fire lane demarcation and signage within the LATWCA property.  He requested a reading of the last minutes to preface the discussion.  Jim explained how he would approach contacting Ms. Moran of the Fire Marshall’s office – he requested Kathy Gately of Capital Property Management, and Tom Chritchfield (a licensed Professional Engineer) accompany him when he meets with her – pending board approval in writing to do so.  

Discussion followed on various scenarios involving how landscaping vehicles would fit into any fire lane requirements as well as signage requirements throughout the community.  Jim also discussed the issue of existing Cluster standards and their application to past proposals (11001) and current ones (retaining wall).  

Jim then went into a presentation of Fire Lane compliance scenarios covering “by letter” compliance, a compromise scenario, and on terms of the cluster.  Visual aids consisted  of using architectural drawings of the community, along with overlays showing the different scenarios.  Signage would be required by the speed bump separating the two clusters, along the 70’ stretch south of unit 11046, on either side of the main entryway into the community, and along the stretch south of lots 19 and 20.   Additionally, Jim presented a scenario requiring additional compliance of the mail box islands.  On board approval, Jim will email Ms. Moran covering the aforementioned scenarios. 
Ivan motioned that, based on the open issue with the Fire Marshall’s office, that Jim be authorized to contact Ms. Moran to go over compliance.  Lori seconded and the Board unanimously approved.     

Minutes:

Board meeting minutes of March 6, 2012 were presented. 
Ivan Terry motioned for approval and Diane Humes seconded.  All approved.

Treasurers Report:

Diane and Kathy covered the financials and discussed the periodicity (monthly) of all financial statements provided to the board.  Lori requested clarification on visibility of funding levels – Kathy explained where to look for them, as well as other relevant documents in the packet CPM provides to the Board prior to each scheduled meeting. 

New Business:

Ivan proposed placing a speed bump in the entrance at the north end of the main entrance into the community for safety purposes.  Kathy will solicit bids to do so.

Kathy Gately presented proposal for an audit on financial statements for 2011 and 2012.  The issue was discussed with compliance in the current year agreed as the most pressing one. 

Ivan motioned to have Turner Jones & Associates CPAs complete the 2012 audit for the cost of $1500 to be performed for year-end 12/31/2012.  The motion was seconded by Diane and unanimously approved. 

Lori covered the Board priorities that were previously laid out in a newsletter distributed to the community and went into a discussion of communicating with the members – especially with regards to posting the minutes on the website.

A decision was made by Board consensus to order two pet waste signs to help control unwanted pet waste on the property. 
Lakeside clean up days discussed.  Lori proposed Saturday May 5, 2012 to be held from 0900-1100. 

Lori also discussed the landscaping initiatives and having a master landscaping plan (multi-year) in place.

Executive Session:

Executive session was entered at 8:15 to discuss delinquent accounts, and Violations.
Came out of executive session at 8:25 

Open Session:

Regarding the DRB hearing for the retaining wall for unit 11001, the Board unanimously approved supporting an exception to the existing LATWCA retaining wall standard, but not as a revised Cluster Standard.  This will be presented to the RA DRB for final determination. 

Board will review the Common Interest Community Board Complaint Process Resolution information provided.  It will be presented for signature in the June Board meeting.  When signed, it will go to each home owner in LATWC.  It will become part of disclosure documents, as required by state law.
The required Access to Records Policy Resolution will also be reviewed in the June Board meeting.

Adjournment:

The meeting was adjourned at 8:45 PM.

Submitted by Lori Samolyk

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