Board of Director's Meeting Minutes

A special meeting of the West Park Community Association Board of Directors was called to order at 7:35 p.m. on 25 April 2011.

Attendees: Jim Emery, Steve Beltz, and Dan Clark.

Reading of the Minutes of the Last Meeting

Jim Emery read the minutes of the special board meeting of 24 February 2011. There was a motion to accept the minutes, which was seconded, and unanimously passed.

Jim Emery offered the following comments on the minutes:

  • Only one member contacted the president after the release of the email to all members following the 24 February 2011 Board of Directors meeting about pursuing the Community Parking District petition. However, that member apparently decided to take no action as there have been no further communications on this.
  • The president will continue to wait until May to attempt to meet with the parties involved in the Common Driveway Escrow payout.
  • The president attempted to contact a lawyer recommended by the president of Kings Park Civic Association regarding updating our governing documents, but there was no response from that lawyer.

Treasurer's Report

The treasurer's report was presented by Dan Clark. Highlights included:

  • Only one member has not paid their annual dues for 2011 to date
  • The final dues should be collected in a day or two
  • The use of email to distribute dues notices and correspond with members was largely successful. However, the treasurer still had to make a number of personal visits to some members to obtain their dues payments.
  • The bill for our insurance is only $760.00, less than the $850.00 budgeted.

There was a brief discussion about the treasurer's discretion in the amounts he disburses against budget line items. The Board confirmed that the treasurer is bound to disburse no more than the budget allows under each line item unless the Board of Director modifies the budget in accordance with its discretion under the By Laws or the full membership votes on a specific budget increase, as appropriate.

New Business

2011 Community Association Registration Budget

At our last annual meeting on 4 November 2010, a new $25.00 budget line item was added for the annual Real Estate Commission Fee required under the Code of Virginia. The treasurer sent in the required application and fee, but it was returned. He subsequently determined that the recently amended Property Owner's Association Act of the Code of Virginia now requires that we register with the Virginia Common Interest Community Board instead of the Real Estate Commission. The fee for 2011 is $100.00. The Board of Directors unanimously approved Board Decision No. 2011-005 as follows: The Board of Directors resolve to increase the budget amount in 2011 for the Real Estate Commission Fee from $25.00 to $100.00 and rename this budget line item to be Community Association Registration.

2012 Budget Planning

The president asked the vice president and he agreed to assist in completing the reserve study during the coming summer. This will enable the Board to meet in the fall to consider the 2012 budget. As of now, there does not appear to be any need to consider increasing the annual dues for next year.

Plans for Future Board of Director's Meetings

The Board discussed its meeting schedule for the remainder of 2011. The next special meeting in June will probably focus on the common driveway payout. Late in the summer, a special meeting will probably be required to approve a formal complaint policy and procedure that WPCA must implement within 90 days of the adoption of new regulations by the Virginia Common Interest Community Board. The vice president may also have the WPCA Records Retention Policy he is drafting ready for Board consideration at that same time. Finally, the Board will need to meet in the fall to draft the recommended budget for 2012 for presentation to the members for approval at the annual meeting in early November.


There was no other business, so the meeting was adorned at 8:18 p.m.

Respectfully submitted,
Jim Emery
President

Note: These minutes were edited in accordance with the WPCA Privacy Policy and were posted 26 April 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.