Board Attendees :  Chris Tacinelli, Wendy Osborn, Mark Hassinger, Wendy Hunt, Larry Miller, Jon Roe, Jeff Boehlert and Darin Welt

Absent Board Attendees :  Paul Thurneysen

Home Owner Attendees :  Six.

Chris Tacinelli called the meeting to order at 7:37pm.

Meeting Minutes Approval: A motion was made by Mark Hassinger to approve the March minutes as read. The motion was seconded by Larry Miller. The Board approved the motion.

Treasurer’s Report: There are approximately 50 outstanding homeowner dues. Theses homeowners will be contacted and assessed late fees. Income from HOA dues is low due to this fact and because a number of payments were posted after the March 31 reporting date on the distributed spreadsheet.

Community Activities: The Easter Egg Hunt/Spring event will be held April 15th as rain is expected on the 8th.
The Yard Sale will be held May 13th with a rain date of May 20th. Advertisements have been put in the Post, The Times and The Connection. The Observer will not take ads this early.
The only interest in the 5K run event was from one board member and a homeowner who wants to turn it into a fundraising event for MS, which is a nice idea. So this event will be canceled this year due to lack of community interest..
David Purchik is working on Wendy Hunt’s database request for an accurate list of homeowners so Wendy can call to try to find volunteers for future events.
Purchasing a moon bounce was discussed, but the commercial ones cost $5,000 and storage is an issue. The ones typically seen for about $300 to $500 are for home use only.
Wendy requested that the board review the budgets for fun activities. $1.60 per child was budgeted for the spring event, which is insufficient for an event that includes crafts, bunny pictures, snacks, favors, face painting, balloons and games. For this scope of the event the actual cost was $3.20 a child. While Wendy got corporate assistance, bought from the cheapest sources possible and personally donated time and resources, the event scales need to be reviewed or the budget needs to be increased for the future. The board expressed a desire to keep the events this year within the budgets available, perhaps by combining some events if necessary. The board suggested that a group be formed to review the event scopes and budget to optimize events for this year and provide guidance for next year’s budgeting.

Long Range Planning: Jon Roe wants to update the long range planning spreadsheet and life expectancy costs before looking to outside consultants. Jeff and Jon will work on it.

Community Facilities: COMFAC is finalizing on concrete contractors bid for pool deck repairs. Two bids have been received. Jeff needs to meet with one of the bidders and is seeking a third bid. Jeff has 2 bids for pool fence repair, Long Fence and Splash and is seeking a third bid. All repairs are expected to be completed prior to pool opening.
Jeff is contacting the phone company, trash removal service, and Pepsi Company and is changing the schedule from non-operational to operational service. The trash service will be the same as last year. We will have trash pick up twice a week. Once Splash has placed the lounge chairs, we will determine how many new chairs are needed. Everything seems to be going as scheduled.
Jeff submitted the pool contract to the board and asked that board members please get back with him about the 2006 pool contract in the next two weeks. A couple board members submitted their comments. Jeff said this company did an excellent job last year and if this year goes well, we could consider a multi-year contract for coming years. The pool staff will have little turnover from last year with all the same staff except for two people.
The swim team submitted a schedule to use the pool for a few days during normal pool hours. After some discussion and a determination that the request was consistent with previous years, Mark Hassinger moved to approve the request by the swim team for practice and meet schedules. Jeff Boehlert seconded it and the Board approved the motion
Last month the Swim Team requested that the Board contribute $1500 toward a new PA system for the pool that could be used by both the swim team and the pool staff. The ComFac committee identified that the PA system would benefit the pool and suggested allocating the $1000 budgeted for the Swim Team under community activities toward the PA system. The Board agreed with the recommendation of the ComFac committee and would allocate the previously budgeted funds. This was communicated to the Swim Team Representative present to be passed on to the Swim Team Board.

Land Management: A homeowner mentioned that the bushes under the Chantilly Highlands entrance signs are too high and are covering the letters. This will be addressed. The lights on signs needing repair are also being addressed and bids are being taken by Jeff Boehlert at this time.
Land Management had 3 requests for removal of trees that have fallen onto people’s property. Wendy Osborn walked the grounds and says the common grounds need to be addressed for dead brush removal and general clean up. Wendy is seeking volunteers to work on the common ground clean up. A resident suggestion was made that perhaps a truck could come to haul debris. Wendy will look into that and see what the interest/agreement is. Trash pick up along the roads is also an issue. A clean up day is being considered, but participation has dwindled seriously in the past years. A resident mentioned that scouts could be given an opportunity to participate with the clean up to fulfill service hour requirements.
Garden Club originally owned the Adopt a Spot, however, they are no longer supporting it. We need volunteers to help us address this. As this area is not ours, Wendy will call Franklin Farms to address the area on Stone Heather and the fence that needs maintenance on that road.

Civic Affairs There will be a public hearing on April 20th for a plan amendment for the property south of Wall Road to change the plan designation from industrial to age restricted residential.

Architectural Control Committee: The board reviewed 2 cases and adopted a sub-committee to continue to work through the violation cases and work on hearings in the future.
The ACC needs more volunteers to log and track the results of the walk through. A board member volunteered to help with this effort. Letters to homeowners with ACC violations from the walk through is delayed while the ACC reviews these cases. The ACC requested assistance with processing these letters.
The ACC committee was thanked for their hard work and efforts on behalf of the community.

Neighborhood Watch: No business to discuss at this time.

Communications - Newsletter and Website: The Newsletter went out on time and all went well this month. The Newsletter will be very full this time. Items for newsletter were discussed. Printing options were also discussed. A potential trial of an alternative publishing format will be discussed with the newsletter editor.
Larry will explore improvements/updates to the website.
A new directory will be published before next school year. An announcement will be placed in an upcoming newsletter for people to update their information.

Database: Jon Roe will handle future database requests. Database information is confidential and he will ensure that there are no issues before passing requests on to/from the database manager.

Old Business: Email procedures and requests from homeowners were discussed. The President will initially address requests, get back to the homeowners and then forward the request to specific board member(s) needed or address it at the board meeting, whichever is appropriate.
The fence issue on Centreville Road was discussed again. The roadway widening project will likely remove many, if not all, of the existing fences facing Centerville Road. It is assumed that the homeowners will be compensated for this taking. The board agreed to encourage the affected homeowners to work together to install a consistent fence line, perhaps negotiating a discounted deal with a fence company. Chris will contact one of the affected homeowners on the issue to see if they can work together to build a consensus on a consistent fence line.

New Business: A dues exemption request was made. The issue was reviewed by the board and it was decided that the waiver was not warranted.

Meeting Adjournment: Mark Hassinger made a motion to adjourn the meeting and Jeff Boehlert seconded it. The meeting was adjourned at 9:50pm.