Board of Director's Meeting Minutes

A special meeting of the West Park Community Association Board of Directors was called to order at 7:30 p.m. on 24 February 2011.

Present were the five board members: Jim Emery, Steve Beltz, Faye Kraus, Dan Clark, and Jeff Peters; the Architectural Control Committee chairman, Ken Burns, and one other homeowner.

The minutes of the special board meeting of 29 November 2010 were read and approved.

The treasurer's report was presented. A financial spreadsheet was passed out, discussed, and approved.

Old Business

1. Community Parking Survey Results

The survey regarding parking of recreational vehicles was completed on 31 December 2010. The required proportion of neighbors needed to obtain approval of a Community Parking District is 60%. Of the total of 70 houses on Stallworth and Headly Courts, 61 were contacted (87%), 35 were in favor, 6 opposed, and 20 had no response.

The number of responses from Stallworth Court were nearly equal to the responses from Headly Court by percentage.

Ann Sharp (Fairfax County) stated that we would need five homeowners to start and circulate a petition to establish a Community Parking District. It was agreed that Board Members should not be the ones to take this on, as it may reflect that this is a WPCA Board issue. Rather, it should be a homeowner issue.

Discussion followed and it was concluded that we, the Board, would present the options to our homeowners; they can do nothing, or if there are five people interested and who would like to pursue this, we will provide them with the information with the steps needed to obtain the petition from Fairfax County.

2. Pipe Stem (Common Driveway) Escrow

Concerns were raised as to the payout of escrow on the Headly pipe stem.

According to Declaration of Covenants, Conditions, and Restrictions, Article VII, the common driveway maintenance escrow should be for "maintenance" (rebuilding & repair) and requires the "majority" of owners on the pipe stem to agree.

A request was made to the treasurer in 2009 for a 50% share payout to repair a common driveway. The request was presented to the WPCA president, who agreed to a payment of $650.00 that was subsequently paid on 14 February 2010.

Issues: The payout may not have complied with our Declaration for two reasons:

  • There is a question as to whether the payout was for "rebuilding & repair" or an improvement to the common driveway
  • There is a question if all pipe stem owners were in agreement that the work should be funded from the common drivewary escrow account

Suggestion: The Board should hold on the matter until further discussions with ALL homeowners involved can be completed.

(This matter was raised, to ensure that in the future, the Board, in an abundance of caution, gathers all information, reviews and discusses any fiduciary matters, and makes determinations in accordance with the Association's governing documents.)

3. Architectural Control Committee

The temporary "garage/carport" on the Stallworth pipe stem, is no longer an issue as it has been taken down.

Concern has been raised with the issue of multiple, unregistered vehicles parked on pipe stems. The issue was discussed and it was determined that it is the concerned homeowner's responsibility (not WPCA) to speak with their offending neighbor to attempt to arrive at a solution. If they are not able to do so, then again, it is the concerned homeowner's decision (not WPCA) to contact the county to report violations.

An issue was discussed regarding 4911 Sideburn Road concerning the addition of a sunroom on the back of the house, questioning if the roof was in compliance with architectural guidelines. A neighboring homeowner is requesting to see a copy of the approved plans. Discussion ensued, and it was agreed that plans furnished to our Architecutral Control Committee were approved, but nothing in the WPCA Covenants states that we need to inspect after construction. It was also agreed that we could provide the concerned homeowner with a copy of the plans, as they are a matter of "public record."

Finally, a concern was raised in regard to 4909 Sideburn Road and the "stockade" fence, which is NOT allowed in accordance with WPCA covenants. Discussion ensued as to the definition and determination as to what is considered a "stockade" fence. Also, it was noted that the fence was built without any submission of plans to our Architectural Control Committee. It was recognized that there have been similar fences for years between properties on both Headly and Stallworth Courts. The question was raised as to the ability of WPCA and the costs involved with enforcing the removal of stockade fences.

New Business

1. Status of Governing Documents

The Articles of Incorporation of WPCA were disscussed. A certificate of amendment needs to be filed with the Virginia State Corporation Commission and in the land records office of the Fairfax County Courthouse. Upon reading the old minutes of WPCA annual meetings, it appears that changes have not been filed since 1989. There is a need to determine what it would cost to get WPCA updated on this issue. As Kings Park West Civic Association had some problems in the past, it was recommended that we get in touch with their former president,Tony Vellucci, for some ideas.

2. Reserve Study

There will be a reserve study done to determine capital assessments for future expenditures in our budget.

3. Tree Removal in the Common Area

A presentation was made that there are two to three trees that came down during the past snow and windstorms that need to be removed for safety. The Board determined that we contact a company to have this taken care of.

4. University Mall Renovation

Information was presented to the board regarding the renovation and updating of University Mall. Further information regarding updates are available on our website links page.


The meeting was adjourned at 9:30 p.m.

Respectfully submitted,
Faye Kraus
Secretary

Note: These minutes were edited in accordance with the WPCA Privacy Policy and were posted 8 March 2011. 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.