2012 Annual Meeting Minutes

The Annual Meeting of the West Park Community Association was called to order at 7:30 p.m. on 25 October 2012.

Attendees: Jim Emery, Ken Burns, Jeff Peters, Steve Beltz, Dan Clark, Karl Kraus, Lauren Crum, and 14 others.

READING OF THE MINUTES

The minutes of the WPCA annual meeting of 25 October 2011 were read by secretary Dan Clark. There were comments on three items:

  • The yearly filing cost for the Common Interest Community Board was stated as $10; the actual cost was $60
  • Vice President Steve Beltz provided the Board an initial rough draft of a policy for archiving and records retention
  • The common driveway payout made in error was repaid by the homeowner

A motion was made to accept the minutes into the record, seconded, and passed unanimously.

TREASURER'S REPORT

The treasurer's report and proposed 2013 budget were presented by Lauren Crum (attached).

The following are the highlights of the treasurer's report:

  • All 2012 dues were collected; thanks to everyone for getting them in
  • We took in about $5,200 less than we paid out this year mainly due to the asphalt path repair work in our common area
  • We still have approximately $6,300 in our savings, which is more than one year's dues income
  • To keep up with rising costs, the Board recommended a dues increase from $55 to $60 for 2013 within it's authority to increase the dues up to 10% per year

A motion was made to accept the treasurer's report and proposed budget. The motion was seconded and passed unanimously.

ELECTION OF OFFICERS

President Jim Emery, Treasurer Lauren Crum, and Member At-Large Jeff Peters offered to continue in their current positions for the 2013 term. Vice President Steve Beltz and Secretary Dan Clark had to step down from their positions due to increased work commitments. After some discussion, Mike Yang and Jose Frias graciously stepped up and volunteered to serve as Vice President and Secretary respectively. A motion was made to accept this slate of candidates, seconded, and passed unanimously. Ken Burns and Karl Kraus were appointed to serve another year on the Architectural Control Committee.

OLD BUSINESS

Jim Emery noted that the boat parked on the bend of Headly Ct, which drew complaints over the years for blocking the visibility of oncoming traffic, is now gone. It was noted that one of our members was instrumental in convincing the owner to move the boat to the side of his house over the winter months.

NEW BUSINESS

Complaint Policy. Jim Emery noted the existence of a new Virginia regulation, 18 VAC 48-70, Common Interest Community Ombudsman Regulations, which requires homeowner associations to have a formalized complaint process. The Association's Board created a draft process and complaint form (attached). In brief, the policy allows anyone to file a complaint concerning our Association, not just property owners. The form must be printed out, signed, and can be delivered to any Board member or emailed to complaints@kpwwpca.org. The Board has seven days to acknowledge receipt of the form, and 30 days to make a decision on resolution of the complaint. The decision must be given to the complainant within seven days after the Board decision is reached. The complainant has the right to appeal the decision to the Common Interest Community Ombudsman in Richmond. After some discussion about privacy considerations, a motion was made to adopt the draft policy, which was seconded and passed unanimously.

Playground Repairs. Karl Kraus recognized and thanked a member for her son's efforts to organize and perform repairs to our common area playground equipment, picnic tables, and bench as his Eagle Scout project this past summer. This work was planned for 2012 according to our Association's Reserve Study, but through this Eagle Scout project, our Association saved almost $600.

Path to Robinson. A member asked about tree work along the path from Stallworth Ct to Robinson Secondary School. Jim Emery noted that the pathway actually belongs to Fairfax County Public Schools, not our association. Any concerns concerning the path should be directed to Bill Evers, the administrative principal at Robinson.

Dead Trees in the Common Area. A member asked about dead trees in the common area that appeared to be threatening his property. Jim took an action to inspect the trees and determine whether Association action is necessary.


A motion was made to adjourn the meeting, voted, and passed. The meeting adjourned at 8:19 p.m.

Respectfully submitted,
Dan Clark
WPCA Secretary
13 November 2012


Note: These minutes were edited in accordance with the WPCA Privacy Policy and were posted 14 November 2012. The full text of the official copy of the minutes may be reviewed or obtained by request by any WPCA member by contacting the WPCA president, president@kpwwpca.org.