Board of Directors Meeting Minutes

VPHO Association

July 16, 2013

The meeting was attended by David Jeffreys (president), Rebecca Powell (treasurer), Diane Speer (vice president), and Marilyn and Bob McKoy (management for HOA)

David Jeffreys called the meeting to order at 3:05 pm.  The minutes of the previous meeting were read by Diane Speer and approved.

Financial Report : Marilyn reported that the association balance on hand was $8,736.12 and our reserve account stood at $10,003.04.  We also went over the budget expenses to date and we are well in line with our budget appropriations.  There should be little change in next years budget.  She reported Dues were being collected as well as some late fees.

Old Business:  Rebecca indicated that the parking on Picadilly was much better this season due to co-operation with the soccer association.  However she would like to see the Lacrosse association be more helpful with parking issues.

Some minor neighborhood infractions were discussed and letters will continue to be sent to those residents asking for co-operation.

The Community Newsletters put together by Diane and Rebecca were talked about and copies given to the McKoys.  Ideas to put into the next one were discussed. We plan for them to go our with late Sept. mailings.

New Business: Diane reported that since our last meeting there were four ARC applications received; one for a red metal roof and three put in by a resident to paint his home, replace fencing and enlarge a deck area.  These were approved but no work has begun on the three put in by one resident.  Another resident was making changes to the outside of their home and the committee was unaware of an application.  The matter was resolved when our management was able to find a 7/2011 application submitted and approved for the work.

Due to this situation, a motion was made by Diane Speer and carried, to make a change in the ARC application for a start time after approval and a finish project time.  New applications will be available immediately stating the new stipulations.

No new applications have been filed to date.

Marilyn reported she had been contacted by the city in regards to a few trees along our streets to be removed, others to have roots cut and some sections of sidewalk replaced.

The matter of the street being torn up in front of 4108 has been brought to attention but it is unclear as to which agency will be doing the repair.

Due to a resident complaint of vines and trees growing over the fence from the soccer fields, Rebecca has contacted the county to see about maintenance along the berm which is becoming overgrown and encroaching on all the residents who back up to the fields.  Hopefully, some workers will be sent to spruce up along the fences.  In that same vein, a resident says he faces the same problem with the chain link running behind his home.  This too is being looked in to.

Marilyn brought up the idea that since our finances are in good shape and our biggest expense is keeping our common areas attractive, did we have any desire for improvements.  Since a previous edging of all sidewalks seemed to please many residents in the past and makes the entire neighborhood neater looking, it was voted to have our landscaper do this as needed, twice a year.  We will continue to also ask him to trim back trees and overgrowth on the sidewalks as necessary.

Since David Jeffreys term is up this year, Rebecca and her committee are searching for a perspective board member.  She has a few people in mind to approach.

The next board meeting is scheduled for Sept. 17^th, at 3:00pm.  The new budget will be looked into prior to our annual VPHOA meeting in Nov. 2013.

The meeting was adjourned at 4:35pm.