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 20 September 2011.

Attendees: Jim Emery, Dan Clark, Jeff Peters, and Faye Kraus.

Reading of the Minutes of the Last Meeting

Faye Kraus read the minutes of the special board meeting of 25 April 2011. There was a motion to accept the minutes, which was seconded, and unanimously passed.

Treasurer's Report

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

  • Blue Sky's 2012 contract for the common area maintenance has only increased 6%. A handout was provided detailing the charges.
  • There was a discussion regarding the estimate for repaving of the walking path through the common area. The estimator recommended we keep dirt up close to the edges of the path to maintain it. A question arose as to whether Blue Sky could provide this as part of their maintenance service.
  • There was discussion of two culverts in the common area that were blocked by dirt. Perhaps a committee of neighbors or Blue Sky could work to keep these open.
  • The insurance company needs to be contacted regarding liability coverage of Board officers in the current policy. There was discussion regarding a new law that board volunteers cannot be sued through a civil suit or held liable unless criminal intent occurred.
  • A question was raised about why the president had not received the Association's debit card from Sun Trust Bank. Dan Clark will check on this.
  • The Legal budget item was discussed about having enough budget for attorneys fees
  • The Budget will be prepared for the next meeting.

New Business

Next Board of Directors Meeting

The next special WPCA Board of Directors meeting was set for 17 October 2011 to prepare the budget for the annual meeting on 25 Oct 2011.

Common Area Stump Removal

Three stumps need to be removed from the common area to eliminate a safety issue. The estimate from J.L Tree Service was $450.00. Another estimate from Twinbrook Tree Service was $550.00, but they stated they would do the work for 10% less than anyone else although this was not yet confirmed in writing. The Board agreed to proceed with the stump removal under the Common Area Maintenance-Trees budget item. Jim Emery was given discretion to employ either vendor.

Tot Lot Equipment Painting

A bid was obtained from University Painters for $1,075.00 to paint the swing set, jungle gym, and bench. A proposal was made to add this to the 2011 budget. It was agreed that this would be proposed to the members at the annual meeting on 25 October 2011.

Dues Increase

A Reserve Study for future expenses was done that shows that we need an estimated average of $2000/year of additional income to maintain an adequate balance for common area maintenance. This amounts to an annual increase in dues of $25.00/household.

Annual Meeting Agenda

The letter announcing the annual meeting on 25 October 2011 was discussed. It includes the raising of dues to $75.00 annually. A proxy form for all neighbors is to be passed out with this notification. The notification needs to be out by Saturday, 24 September 2011. Jim Emery will get them passed or mailed out. The Board confirmed the following agenda:

  • Reading and Approval Minutes
  • Comments by the Board President concerning Board meetings throughout 2011
  • Old Business: parking issue and Reserve Study
  • New Business
  • Treasurers Report: 2011 status, Projected 2012 budget
  • Election of new Board

Old Business

Formalize Articles of Incorporation

An attorney was contacted about this matter, Segan, Mason & Mason, and the cost would be $500.00. Jim Emery was authorized by the Board to proceed with this matter.

Common Driveway Escrow Payout

A good faith effort was made to obtain more information. The recipient of the payout was uncooperative in this matter. The recipient's neighbor did not agree to any payout or work to be done. It appears the work was done on the garage skirt and not the common area. Board Decision 2011-006 was approved to invoice $650.00 to restore the previous payment to escrow.


There was no other business, so the meeting was adorned at 9:37 p.m.

Respectfully submitted,
Faye Kraus
WPCA Secretary

Note: These minutes were edited in accordance with the WPCA Privacy Policy and were posted 7 October 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.