Preserve at Wynmar Homeowners Association
Board of Directors Meeting
Tuesday, December 20, 2005
7:00 pm, Mike Parks' house

Present:

• Board Members: Mike Parks, Kevin Corcoran, David Schuetz
• ARC: Rob Switala
• Guests from Paterra HOA: Peter and Wade
• Special Guest: Fairfax County Sully District Supervisor Michael Frey
• Management Company: Saundra Lucke, Jeff Koger

The meeting began with a special session about the plans for the Rt. 28 / Walney / Braddock intersection. Supervisor Frey spoke for almost an hour, describing the history of the intersection, the long-term road plans for western Fairfax County, budgets, VDOT politics, and so forth. A full report of this session will be posted to the website and may be published in a newsletter. The bottom line is that Supervisor Frey is collecting comments on the VDOT plan, and will review all the collected comments and notes from the last public meeting sometime after the new year. After that, he plans to meet with VDOT officials and plan for a follow-up meeting in the spring.

At about 8:00, Supervisor Frey and the guests from Paterra left, and the meeting proper began. Jeff Koger, the CFO for Koger Management, introduced us to our new representative, Saundra Lucke. Mike then reassured Jeff and Saundra that Koger has been a "1000% improvement over our last management company," but that there were still some issues. Discussion continued, describing some problems we've had in the past, with deliveries, response times, and so forth.

Rob described problems with the ARC application process, in that incomplete applications were being sent to the ARC, emails were confusing, it was difficult to pull old applications from records, and so forth. Jeff's response was that they hadn't had a clear
understanding of what we considered a "complete application," and that we'll work together to finalize that process. He also promised that they could scan in applications and email them to the ARC while the paper copies are in transit, allowing for much shorter processing time.

Jeff also assured us that Koger could handle ARC review walkthroughs in the future, and went on to describe the hearing process we should adhere to for egregious violations. We need to provide a homeowner 14-days' notice via registered mail, and in the event of a decision against the homeowner, the Board is empowered by law to levy no more than $10/day, with a maximum of $900, for ongoing (construction related, for example) violations. Transitory violations (like failure to mow the lawn or leaving trash containers out too long) could be fined a maximum of $50 per occurrence. It was Jeff's strong recommendation that we move quickly to bring the most serious violations to conclusion, through formal hearings if necessary, to show that the Board is serious about enforcing the guidelines. A particular ongoing violation was discussed, for which we had requested that letters be sent, but the Board had never seen copies of the letters and so was uncertain of the status of this particular situation.

Kevin talked briefly about the financial information that we've received. The most recent board packet (the first prepared by Saundra) had copies of recent invoices, and we all considered that a nice bonus as we generally haven't seen actual invoices. Jeff assured us that we can get updated financial information immediately after the close of each month, and offered online or email access to the reports. Kevin also asked for a status on the 2004 audit, as we weren't certain that a final audit had been completed.

Saundra called the Board's attention to an invoice from Pine Ridge for snow removal. It had been our understanding that Pine Ridge would bill Edgemoore directly, leaving us out of the picture, as snow removal is still Edgemoore's responsibility until VDOT accepts the roads into the state system. As it was, Saundra simply forwarded the invoice to Edgemoore for payment. David raised the problem that Pine Ridge did not treat or plow either Benjamin Cross Court or the section of Walney Park Drive from the model to the end of the cul-de-sac. Another issue with Pine Ridge was incomplete maintenance of Lot I (not being cut in the summer).

David also raised the issue of having incomplete plans, and that Edgemoore had promised (at our Bond release walkthrough) to deliver a complete set to Koger. We currently have an old copy of pre-construction plans, and are missing the landscaping plan and plans of the townhome section. We also have no plans at all from Brookfield. Jeff commented that final "as built" plans are rarely prepared from scratch, and that the final plans on file from the county are often the pre-construction plans we have, but with many textual amendments and notations. David also mentioned that, he believes, at least one and possibly two streetlights are still missing from Walney Park Drive.

Finally, we discussed Koger representation at Board meetings. The Board knew that we only pay for four meetings, though the Board tries to meet monthly even without Koger attendance. Koger is also committed to sending a representative to one annual meeting each year. Jeff offered that Saundra can come to meetings as frequently as necessary until we get back on track.

Mike asked Saundra to look into reserving the small theater at Rocky Run Middle School for our Annual Meeting in April, suggesting the 3rd Tuesday (April 18) as a date. Jeff cautioned that the 18th might be in the middle of spring break, and if it is, we'll probably have to pick a different date.

The meeting adjourned at about 9:00 pm.

Actions for Koger:

• Reserve "Little Theater" at Rocky Run MS for Annual Meeting on 18
  April 2006