Board Attendees :  Jeff Boehlert, Debbie Bowen, Jim Ceh, Mark Hassinger, Mary Kerr, Karen McGreevy, Wendy Osborn, and Chris Tacinelli.

Absent Board Attendees :  Darin Welt.

Home Owner Attendees :  Three Residents.

The Chantilly Highlands Homes Association Meeting was called to order at 7:34 p.m. by President, Jim Ceh.

Meeting Minutes: The February Minutes were reviewed and accepted.

Board Liaison Positions: The following board members volunteered to hold a Community Liaison position. Jeff Boehlert (COMFAC), Debbie Bowen (Social Activities), Jim Ceh (Website), Mark Hassinger (ACC), Mary Kerr (Long Range Planning), Karen McGreevy (Neighborhood Watch), Wendy Osborn (Land Management), Chris Tacinelli (Database), and Darin Welt (Newsletter).

Treasurer’s Report: Chris Tacinelli reported that over 25 percent of the resident annual assessment dues have been received with the deadline of March 31, 2005 fast approaching. The year is cash positive. The Treasurer is working closely with Lori Manik who handles the resale packages so that homes going on or coming off the market are accurately aware of the annual dues for that property. The CHHA budget was included in the March Highlander and a complete version is located on the CHHA website.

Land Management: A meeting will be held on March 15th to review the bids/designs/lights for the Kinross Circle/Centreville Road entrances. Discussions will also include the Stone Heather entrance, however, in the interim, the wooden sign will be installed once weather permits. Karen McGreevy will help Wendy Osborn obtain bids for the replacement of the entrance lighting system. The entrances should not be affected by the widening of Centreville Road and the installation of a stop light. Information will be presented to the board at the April meeting.
Drainage problems are still occurring at the playground. Palmer Property Management will be extending the tot lot by approximately 480 feet with cedar timbers and mulch as soon as possible. The work will be completed while the ground is still frozen and prior to the rainy season so that the results can be seen. This extension is intended to improve the current problem and will be closely monitored to make sure things improve. A Motion was made by Jim Ceh to take $2,500 from this years capital improvement reserves to cover this expense. Motion passed.

Community Facilities: The 2005 Pool Season Rules will be published in the April or May Highlander, on the CHHA website, and for inclusion in the resale packets. A photo of the COMFAC liaison (Jeff Boehlert) and photos of the pool manager, guards and their names will be posted on the bulletin board inside the pool house. Jeff Boehlert will report at the April Board Meeting as to whether or not additional pool furniture needs to be purchased this year.
Pool/playground lights were repaired. These lights are on a timer and will go on at 7 p.m. and off at 10 p.m.
The COMFAC Committee will be looking at replacing the wooden storage unit due to rotting and will be including a checklist for community center renters in their rental agreement as well as taped to the interior office window for quick reference.
A request was made to allow renters the opportunity to serve alcohol at the Community Center. Serving alcohol is against the rules and regulations of the community center rental and permission was denied.

Community Events: The Spring Egg Hunt will be held Saturday, March 12th at 2 p.m. and will include crafts, snacks and the hunt. Hunts will be broken into four age groups. Rain date: March 19th. Plans are underway to hold a Community Day Planning Meeting in April with the actual event taking place in September 2005. Meeting details will be announced in the Highlander. The community yard sale is scheduled for Saturday, April 30th. A date for the 5K walk/run has not been set, but the committee hopes to hold it in August.

Long Range Planning: Nothing to report at this time.

Neighborhood Watch: Karen McGreevy will be the Liaison for Neighborhood Watch. She will be working with the website manager, newsletter editor and Fairfax County Police Department to inform the residents of any crimes that occur in the area. She will also be coordinating a way in which you may notify her of any criminal activity that happens to you, your property, etc.

Architectural Control: The ACC is looking for volunteers to help process exterior alteration requests. A request was made that the ACC provide the board members notice of any violations that have been sent to residents.

Newsletter: The publication deadline is the 12th of each month and will allow the residents to receive the publication by the 1st of the month. Currently ad space is offered in two different sizes – business card and quarter page. The newsletter editor has been receiving requests from business owners for larger ad space. In addition, some residents feel that back page space is more valuable to the business owner. Should the Association charge more for this space or offer long-term discounts? Advertisements do offset the printing costs. In the past, half and full pages were available and removed due to residents not wanting to see the newsletter filled with advertisements. The planning meeting to be held in the spring will include these topics.

Old Business: Wendy Osborn has investigated the current levels of insurance coverage for the HOA, Board of Directors and Officers. It may be necessary to update the coverage to reflect current year values. The insurance agent will be attending the April board meeting to review the current coverage.
At the February board meeting there was discussion about the possibility of utilizing an outside management company to assist with the community compliance walk through. Due to budget constraints, feedback from some residents, houses/lots in need of repair/ compliance, and the requirement to perform this review, the Board and ACC will be conducting this review in the spring. An outside source would be beneficial, however, the cost is currently not in the budget.

New Business: Girl Scout Troop 3171 has asked if they could use the community center and the parking lot to host a car wash as a fund raiser on Saturday, April 2nd. This Troop has helped with many of the subdivision events and 15 of the 17 members are residents of Chantilly Highlands. The Board voted and seven (7) are in favor, one (1) abstained from voting. Request approved with the stipulation that a $20 fee be paid to the Association to cover water usage and a rental fee, the event occur when no other events are planned at the pool or community center and the area is cleaned after the event.
Traffic on Kinross Circle seems to be increasing as well as speed. A resident asked if speed bumps could be placed throughout Kinross Circle. The resident was referred to VDOT, who owns and maintains the subdivision roads. An article will be included in the newsletter to remind the residents to stop at stop signs and to obey the 25 mph speed limit. In addition, Fairfax County Police have been notified and asked to patrol for violators.
The Swim Team has requested that the pool be closed to the residents for two (2) hours on July 30th for a swim meet. The meet will be held from 8 a.m. to 1 p.m. To compensate for this late opening to our residents, the COMFAC committee will be requesting the pool company to stay open until later that evening.
A request was made to install a cold water drinking fountain at the pool for hydration concerns. Maintenance, location, sanitation, and current use of area water fountains were discussed. Based on these topics, the board decided it would not install this at the pool. The pool area does provide water, although not cold, to address the hydration issue.
Last year the Swim Team managed the snack items at the pool. This year, they have opted to not continue that activity. Jeff Boehlert will be checking to see if the pool company would be willing to provide snacks and dispense, or if a volunteer group could supply the snacks and the pool company would be willing to disburse, or cancel the sale of snacks. Once this is determined, a notice will be placed in the Highlander with the decision and/or seeking a volunteer group to manage this activity.
Due to many of the liaisons needing to purchase items or sign contracts and time not always allowing for approval by the board, guidelines for spending by board members have been designed. Purchases that have been budgeted and are $500 or less can be made by a board member. Purchases of $501 to $1000 that have funds in the budget need to be approved before a purchase can be made. Purchases of $1001 and up require three (3) bids and board approval. A Motion was made by Mary Kerr to accept these guidelines as written and Chris Tacinelli seconded. All in favor. Motion passed.

Adjournment: Jim Ceh made a motion to adjourn the meeting and Jeff Boehlert seconded. The Board approved and the meeting adjourned at 9:45 p.m.