WINDGATE II

BOARD OF DIRECTORS MEETING

July 26, 2005

Board Members Present: Richard Adler, President; Marilyn Jones, Vice-President; Dan Stevenson, Secretary

Board Members Absent: Karen Smith, Treasurer; Noelle McCormick, Member-at-Large

Representing KPA, Inc.: Liz Skingel, Community Manager

Attending from the Association Office: None

Unit Owners Present: 2560B

CALL TO ORDER

President Adler called the meeting to order at 7:00 PM.

APPROVAL OF MINUTES

Minor corrections were made to the minutes.

Marilyn moved that the minutes of the meeting of June 8, 2005 be approved as amended.

TREASURER’S REPORT

Liz noted variances in the budget as reported in the material provided prior to the meeting.

Concrete replacement is scheduled for the third week of August and will be paid from reserves.

UNIT OWNER PRESENTATIONS

2560B requested that the association install a gate in the fence behind her unit. Liz will check to see if there has ever been a gate there before. If so, the association will replace it. If not, the home-owner will need to pay for the addition of a gate.

COMMITTEE REPORTS

B&G

Marilyn reported that she, Noelle and Dan walked the entire property and compared the landscape maintenance list and the paid items on the Master Plan, to work that was actually performed by CLS. Since there were a significant number of items not completed, Marilyn walked the property on the morning of July 26 with Nestor from CLS. Nestor promised to complete the work. Marilyn will share the lists with Liz.

Next steps: determine what to do with any remaining funds in the 2005 landscaping budget. Marilyn will provide a recommendation to the Board at the next meeting. The recommendation will concentrate on items that need to be completed during the fall planting season. Liz indicated that CLS may work with the association to finance needed work.

Newsletter

Richard will follow-up with Noelle to determine the status of the proposed newsletter. Liz suggested that a typical newsletter is 4 pages. She also suggested that we hire a professional to do the layout. Lucy provides this service for the other three local associations managed by KPA and charges $25 per page. Liz will ask Lucy to provide the association with a proposal. Printing costs are approximately 4 cents per page.

Liz will provide the advertising rates for the other associations. She indicated that ad rates may be going up to bring them in line with those charged by Fairlington.

VARIANCE REQUESTS

2530-D – submitted a variance for replacement windows.

Dan moved to approve the request contingent upon the windows complying with the architectural guidelines including contour grids and white in color. Marilyn seconded. Approved.

2554-B – submitted a variance for replacement French doors & screens.

Dan moved to approve the request. Marilyn seconded. Approved.

2538-B – submitted a variance to finish the basement.

Dan moved to approve the request. Richard seconded. Approved.

2562-C – submitted a variance for a glider for the front porch.

The Board asked Liz to write to the owner saying that a variance is not required and that the glider is permitted under the architectural guidelines.

2504E -- submitted a variance to finish the basement.

Marilyn moved to approve the request. Dan seconded. Approved.

UNFINISHED BUSINESS

None

NEW BUSINESS

2004 Tax Returns – Liz indicated that she and Jim Orlick (KPA) had reviewed the return and they recommend that the Board approve so that it can be submitted by the deadline of September 15, 2005.

Dan moved that the Board approved the 2005 federal and state tax returns provided that the Treasurer has an opportunity to review and approve them prior to their submission. Richard seconded. Approved.

Trash Receptacles –

The Board reviewed brochures provided by Liz and asked the B&G committee to provide a recommendation at the next Board meeting. Liz indicated that this will be a reserve expense since we are replacing an existing asset. However, the current reserve plan does not have a line item for the replacement of trash receptacles. If the association expenses new trash receptacles from the reserve fund in 2005, the funds will have to be replaced in the 2006 reserve schedule.

Dogipot Stations –

Liz provided information from ProPet. The Board asked Dan to review and prepare a recommendation on style and location(s). Liz indicated that this expense would not come from reserves since they are new.

Mail Boxes –

The Board asked Liz to have the mailboxes repainted to try to improve their appearance. Since the mailboxes are very expensive to replace, the Board will consider adding their replacement to the reserve schedule as part of the 2006 Budget.

Other community improvements –

The Board noted several other improvements to the property that should be considered in the near future, including: replacing the light poles, replacing the gutters (to be assessed during the next painting), and adding park benches at several locations around the property.

Violations of Architectural Guidelines –

Richard noted that several units have recently replaced windows without receiving prior approval from the Board via the procedure for seeking a variance. Further, the windows that were installed are in violation of the architectural guidelines in that they have smooth rather than raised grids. The Board instructed Liz to write to the owners notifying them of the violation, assessing the prescribed fine of $50 for not submitting a variance request prior to installing the new windows, and scheduling a hearing at the beginning of the next Board meeting on August 31, 2005. At the hearing the Board will consider whether further action will be taken in order to bring the windows into compliance.

The Board discussed how to become more proactive in communicating to owners their responsibility to comply with the association’s procedures and standards. Marilyn volunteered to prepare a communications plan to address this need.

COMMUNITY MANAGER’S UPDATE

None

FINAL BOARD/RESIDENT COMMENTS

None

EXECUTIVE SESSION

None

ADJOURNMENT

Marilyn moved to adjourn the meeting, Richard seconded. Meeting adjourned at 9:01 PM.

___________________________________ __________________________

Dan Stevenson, Secretary Date

Board of Directors

Windgate II