Board of Directors Meeting Minutes
The WPCA Board of Directors held a special meeting on September 17, 2018 at President Jim Emery's home, beginning at 7:33 p.m.
Attendees: Jim Emery, Michael Yang, Lauren Crum, Cindy Sanotta, and one additional homeowner.
Reading of the Minutes of the Last Meeting
Secretary Cindy Sanzotta read the minutes of the 13 September 2017 WPCA Board of Directors meeting. The minutes were approved as read.
Old Business
There was no old business.
Online Payment of Assessments
There was some difficulty collecting assessments this year. A few homeowners suggested that the Association add an online payment option to make it easier for them to pay their assessments. A PayPal link can be added to our website to enable online payment of assessments. Use of PayPal would cost the Association 2.2% of the transaction total as well as a $0.30 fee per transaction. If the membership wants this capability, they need to consider an increase in the annual assessments of $2 to cover the costs for online payments. The Board agreed to propose this to the membership at the annual meeting.
Treasurer's Report
Treasurer Lauren Crum provided a statement of the Association's finances and the proposed budget for 2019 reflecting funding for common area maintenance in accordance with the Reserve Study.
All assessments were collected for 2018, including some late fees and interest.
The tree work was only moderate again this year, but there is still work to be completed. Lauren Crum noted a 28% increase in the cost of tree work in the last three years as compared to the last eight years.
The cost for our Community Association Registration with the Commonwealth of Virginia was discounted again this year, but is expected to return to normal in 2019.
There was a $10 per month increase in the Common Area Maintenance Contract for 2018 that was not known when the 2018 budget was approved. This exceeded the budgeted amount of $2,100 for the year by $120. The board agreed to increase the 2018 budget for the Common Area Maintenance Contract to $2,220 in connection with approving the 2019 budget proposal.
The proposed 2019 budget prepared by the Treasurer includes $75 annual assessment, an increase of $5.
After a line item review of the budget and the insertion of the proposed online payment expenses, the Board confirmed that the budget prepared for the annual meeting should reflect an increase in assessments for 2019 to $77 annually.
A motion was made to accept the budget as stated. The motion was seconded and unanimously passed.
New Business
Annual Meeting. Our annual meeting will take place at the Oak View Elementary School Cafeteria on Thursday, November 8, 2018 at 7:00 p.m. Notices will be hand-delivered or mailed to all members of the Association.
The agenda for the meeting will be: the Treasurer's report, creation of an online assessment payment option, the election of officers, and discussion of any other topics raised by members present at the meeting. The current directors will likely stand for election again for 2019 except for the treasurer. A member has offered to run for treasurer. Others members who are interested in running for office are encouraged to do so.
Residential Permit Parking District (RPPD) Changes. There will be a public hearing on Tuesday, 25 September 2018, at 4:00 p.m., at the Fairfax Government Center, to consider proposed amendments to Appendix G (RPPD) of the Code of the County of Fairfax, Virginia to remove some of the areas on Sideburn Road and the top portion of Stallworth Court from the Robinson RPPD and include them in the George Mason University RPPD. This will increase limitations on non-residential parking to include restricted hours on Saturdays. More students will likely park on Headly Court after this change. President Jim Emery plans to attend the hearing along with another member of the Association.
Block Party. Vice president Michael Yang confirmed a plan to hold a block party for our neighborhood, to take place in the Stallworth Court cul-de-sac on Saturday, October 27, 2018, from 4-7 p.m. Members will be notified of the final details via email. Flyers will be delivered to other residents of the neighborhood.
The meeting was adjourned at 8:21 p.m.
Respectfully submitted,
Cindy Sanzotta
WPCA Secretary