2001 Annual Fairfax Pointe Homeowners Association Meeting Minutes
Blacksburg
Community Center
November 13, 2001
7pm
1. A quorum was established at approximately 7:05pm with the attendance of the following homeowners.
1. Reggie Britts proxy for William Pochick (245)
2. Reggie Britts proxy for Louise Linkous (231)
3. Scott Grover (237)
4. John Nolley II (257)
5. Stefan Vapaa (247)
6. Heather Talley (255)
7. Shella Dawson (233)
8. Matt and Laura Mead (251)
9. Teresa and Greg Eddy (239)
10. Britan and Michelle Crooker (243)
2. The notice of meeting sent October 22, 2001 was displayed to the attendees.
3. Reading of minutes was done via summary as minutes were not available from the October meeting.
4. Report of the Board, officers.
The board did not exist, so the two officers, Matt Mead (Vice President) and Stefan Vapaa (treasurer) made their report on the activities over the past month. The report included details on the re-roofing of the first two schedule units, the decision made to re-roof structurally sound roofs and not fix undulations in the roof surface where they do not affect the roof’s ability to repel water. Additionally, the report discussed meeting with the grounds care contractor to determine a course of action for the Bradford pears in front of the units.
5. Report of the committees.
No committees were represented by any members present. Those with knowledge of their activities made a simple report on the recommendation that satellite dishes be moved to the hill behind the Fairfax Road units.
6. Election/appointment of directors of the board.
The attendees elected (through unanimous vote) a board consisting of 5 directors:
· Stefan Vapaa
· John Nolley
· Teresa Eddy
· Brit Crooker
· Matt Mead
The board will decide upon its first meeting which directors will serve in each class of director, determining their length of service (1, 2, or 3 years).
7. Unfinished Business
A discussion took place around the sign for the dumpster that provides legal notice that no use is allowed for non-residents. Reggie agreed to follow up on this item.
The roofs were discussed. As the contractor found no rotten plywood or structurally unsound elements in the first two units to be roofed, their costs were relatively contained - $1100 per unit. This gives us a better idea of what to expect to pay and allows us to budget the number of roofs to re-roof each year, as well as how to assess money for this process. The discussion on roofs led into a unanimous vote to re-roof 6 units per year, in priority order. The contractor has already provided a priority order list of 6 units to roof next year. If new units develop leaks, they will be bumped higher on the priority list to ensure the association does not suffer financially for water damage. This schedule allows for 3 years to complete the remaining 18 re-roofing projects. A special assessment in the form of a monthly $34 assessment each month for 36 months beginning January 2002 was passed in a unanimous vote.
Some homeowners wish to install fences in a manner similar to those that already exist. Through a vote of 7 to 3, the attendees decided to allow the construction of new fences. Discussion centered on what was a fair size and how to balance the needs of individual homeowners against the community’s common backyard area. Greg Eddy offered to do a case study, including: research into the size and style of the existing fences as well as the allotment of land for each homeowner specified in the covenants. The board of directors will approve a recommendation it feels is in the best interest of the community and homeowners prior to fence construction.
The issue of satellite dishes was addressed and Stefan Vapaa communicated the architecture control committee’s recommendation to move the dishes up the hill behind the Fairfax Road units. Discussion centered mostly around what was practical, but some aesthetics issues were brought up as well. The group generally agreed moving the dishes to the hill would not work for the entire community, and other options should be investigated. The group brainstormed and decided that mounting dishes on the roof would be preferable. Stefan Vapaa suggested fashioning a standard bracket that will be mounted to each unit’s chimney for the purposes of satellite dish mounting (1m or smaller in size). The group did not come to a decision on who should be responsible for grounding the bracket/dish, but the group did express that the onus of cabling installation be on the homeowners. Matt Mead will write a document specifying how dish installations will be handled on the roof, including installation of grounding in a tasteful manner, as well as standards for guarding against water leaks. The board will approve a recommendation prior to relocation of any dishes.
It was mentioned that the fence bordering property with Dutch Village is still broken (more severely this time). Reggie Britts is going to look into who owns the property on which the fence rests in hopes of gaining some support from Dutch Village in fixing the fence. Stefan Vapaa reported that the architectural control committee recommended a chain link fence instead. Opinions on this were mixed and the issue was tabled until a later date.
8. New Business
In the recent political campaign, a sign showed up on Fairfax Pointe property that some owners did not like. The attendees discussed having political signs on the property and through unanimous vote decided no political signs on the property would be allowed. Subsequent discussion about this limiting someone’s free speech led to a unanimous vote to strike the decision and a unanimous vote to disallow political signs on community property and require approval for political signs on personal property.
Heather Talley mentioned that her basement leaks in heavy rains. The group discussed in length whether this could be considered association responsibility and what to do about it. The board will investigate the problem with the help of Reggie Britts.
The Bradford pears have become highly likely to lose limbs this winter, potentially on homeowner vehicles. In a meeting with Matt and Stefan, the grounds care contractor informed the association that they are essentially too big for their trunk strength given how they split. The fact that the buildings shelter them has allowed them to survive as long as they have and to get as large as they have, but each year of growth only increases the likelihood they will split and fall. Despite the shade they provide, it is imperative to remove them. Reggie Britts has obtained quotes of $3300 and $4200 for complete removal, and a quote of $1000 for removal/stump grinding but no removal of wood/mulch from the property. The attendees were generally of the opinion that this was a deal too good to pass and several ideas for creative use of the byproducts of tree removal were floored, including: mulching areas needing mulch and offering mulch to the town and anyone willing to come pick it up; a community woodpile for later this winter and next winter. Reggie will look into what it will cost to have the material hauled off. The board will find a volunteer to look into creative ways to allow the community to benefit from the removal.
Since the removal of the streetlight after developer control of the association was relinquished, the mailbox/dumpster area has become quite dark at night. The board will investigate how to light the area cost effectively without disturbing occupants of the New Kent units immediate to the dumpster/mailbox area.
9. Adjournment
The meeting was adjourned at 9:05pm.
The board held a quick huddle to determine the time and place of our first meeting. The meeting will be November 26, 2001 at 6:00pm in Matt Mead’s unit (251). All interested homeowners or those with issues to present the board are welcome to attend.
Action Items
Reggie Britts:
Greg Eddy:
Matt Mead:
The Board of Directors: