The meeting began at 7:05 pm, with Mike Parks (President), Ed Blansitt (Treasurer), David Schuetz (Board Member - At Large), Jim Jones (Vice President), and Anna Simmons (Koger Management) in attendance. Also in attendance was Cathy Parks.

Ed talked about the financial audit we recently received. The firm audited our 2002 and 2003 records, however, the audit was somewhat limited in that it only checked, essentially, that bank statements were correct. It was not a full audit of all financial records. The audit firm also requested a letter from the Board representing that all appropriate financial records had been provided. Naturally, the current Board is unable to make such an assertion, so Anna will check with our attorneys and try to get with Edgemoore to get the right people to respond to that request. Ed also suggested that the bill for the audit (approximately $1000) be applied to the 2003 expenses, that is, prior to the handover of HOA control, so that it will count against the operating deficit Edgemoore was committed to cover at takeover. Anna also promised to get bids from other auditing firms for future audit work -- this particular auditor, selected by the previous Board, is located in Maryland and seems too expensive for us.

In other financial matters, we discussed how to handle reimbursement of small expenses that are incurred by the various committees. Essentially, we should simply provide Koger with the original receipt and a quick note describing the expense and whether it should be paid (and if so, provide the name and address of who's to receive the payment). This should suffice whenever committee members have to pay for copying or other expenses out of pocket (naturally, though, such expenditures should be cleared ahead of time with the Board).

A short discussion on Bond Release followed. David gave a quick report on the various Bond release issues that people had submitted, and described the results of a partial walkthrough he did on Sunday. In particular, there are many sidewalk and driveway sections with broken chunks and failing patches, and many of these have already been marked for repair. Whether the repair crews missed these sections or just haven't gotten to them yet is another question. Also noted were erosion problems, drainage issues, and (possibly) misplaced park boundary markers on the south/west side of the community. David also promised to forward a Fairfax County contact for Bond Release, and will get together with Anna and any other interested Board Members for a more thorough walkthrough of the neighborhood (after the snow's melted, at this point).

It was also noted on the walkthrough that trash is continuing to accumulate in the Henry Pond SWM pond. We're pretty sure that all drains that empty into Henry Pond come from our community (and only a couple drains from outside drain into Bennet Pond), so this trash is our trash. It was suggested that a general letter might go out to residents to remind them to secure their trash, in particular, recycling, and to pick up anything lying in the curbs.

This led to further discussion about keeping the community informed, centered around promoting this website and also purchasing a sign to place at the community entrance. Cathy Parks had researched some bids for "sandwich board" signs and asked whether we could purchase one now. Though the Board recognizes the need for such a sign, the purchase was postponed, until we get a better handle on our finances. It was mentioned that we may need to find some way to get a sign up before the Annual Meeting in March.

Speaking of finances, we're currently operating with last year's budget, until we get a better handle on all our expenses and assets. Koger has not yet received everything from SFMC, but is still working that issue. We hope to have a better understanding by the Annual Meeting, and should at least present the new year's budget at that time, even if it's just last year's repeated. We also noticed a discrepancy in the number of HOA Members on Koger's account list - two homes missing. Whether this was a problem with SFMC's data or a mistake in the transition is unclear, but David later provided an updated list of homeowners that should aid Koger in troubleshooting that issue.

The Board then asked about snow removal, and Anna promised to check with Edgemoore to determine whether they would continue to clear the roads for us while the Bond Release is still incomplete. She also indicated that Koger had a "good company" that they used with many communities that might serve as a fallback, if we had to get snow plow services on short notice.

Finally, the upcoming meeting schedule was discussed. The next Board meeting will be on February 8 at 7:00 pm (contact Koger if you'd like to attend). The Annual Meeting is scheduled for March, and Anna was asked to look into locations for that and to work on scheduling a room. After that, we hope to have Board Meetings on the third Tuesday of the month.

The meeting adjourned at 8:30 pm.