Report from the

Council of Stewards Meeting

April 25, 2007, Regular Meeting

In attendance: Sam Coleman (Vice-President, presiding), Teresa Furlong, Norm Reid, Dave Stout, Donna Howell (Recording Secretary), and Vera Victorino (Abbott Enterprises).
A special moment of silence was observed in recognition of Virginia Tech students and families.

As covered in the letter dated April 12 to all owners, comments and questions regarding the proposed change to New Neighborhood Canons of Conduct were to be received at this meeting. Several other issues were also addressed.

• Travis Brown questioned the need to make changes regarding parking restrictions. He also suggested that a 24-hour rule be implemented regarding the length of time garbage cans can be left outside before and after pick-up. As a separate issue, he questioned the financial report summary that appeared in the April newsletter since this report does not conform to generally accepted accounting practices. [Note: A review of restrictions regarding garbage and recycle receptacles is expected to be one of next topics for consideration by the Covenant Committee.]
• Carl Knight addressed the proposed changes to Canons of Conduct and the fee schedule for violations. He expressed concern that any current or future changes being considered may alter the character of the neighborhood. Carl pointed out that fines for covenant infractions have not been enforced to date and, as a result, many of the violations do impact overall appearance of the neighborhood.
• Doug Boone (Founder of New Neighborhood) submitted a written document with his recommendations for the re-wording of Canons of Conduct and requested that the Covenant Committee consider these recommendations before a final vote.
• Bob Stephenson spoke of the importance of maintaining the character of the neighborhood and the need to make reasonable adjustments in maintaining and improving that character. In addition, Bob recommended that the Council consider providing a neighborhood basketball court.

In response to these comments, Sam Coleman explained that it is not the intent of the Council of Stewards to change the character of the neighborhood, and that an effort is being made to provide a process by which covenant and canon infractions can, and will be, addressed. He assured the speakers that all concerns and comments will be passed to the Covenant Committee and will be considered by both that committee and the COS as this process continues. Norm Reid pointed out that, in order for neighborhood standards to be maintained and violations addressed, the COS and Abbott management will need the help and cooperation of residents to identify infractions.

The Council of Stewards (COS) discussed these issues and took the following actions:

• Committee reports were presented as follows:

1.  Townhome/Workplace Building Maintenance Committee – Final bids for the painting of the three buildings on North Faulkner Way are due on April 30 and will be evaluated and presented to the Council for approval at the special meeting on May 7. Upon approval, painting will begin in mid-May and should be completed by mid-June.
An evaluation of 2007 work orders indicates an increase in repair costs, primarily due to repair of ventilators and to roof leaks caused by flashing problems. The committee is requesting a standard from the ARC regarding a “mushroom” type ventilator (no moving parts) to help cut repair costs. The committee will also seek assistance from Lance Cunnane in addressing the flashing/roof leak problem.

2.  Finance Committee – Due to illness by the Treasurer, Tom Fischer, the financial report was deferred until the special meeting on May 7.

3.  Property Transition Committee – The need to update resident information on the website was discussed. It was noted that many residents who have moved are still listed on the website directory. New residents will be encouraged as part of receiving initial information to add their names and e-mail addresses to the directory. The committee will work with Abbott and Steve Lee, neighborhood webmaster, to coordinate this effort.

4.  Landscape & Grounds Committee – A new water pump has been installed in the Clemens Square water feature and water plants and fish will be added soon. The necessary repair work has been completed on the St. Alban’s Square water feature. New plantings in the flower beds will be completed by early-May. The approved mulching around the edges of the wetland areas will be completed as the free mulch becomes available from a local service. Funding for the landscaping upgrade on Twain Avenue has been approved and plans are underway to complete this job by early summer. [Note: Funding for this work and a projected four-year plan for other units was appropriated from reserves by the Finance Committee in its March meeting.]

The common area at the corner of Fairview Lane and Ashby Drive has become a growing concern because of its use as a skateboard and trail bike park. This could pose liability issues for the Association. At the request of the Council, the committee will present a proposal for appropriate signage at the May 7 meeting.

5.  Architectural Review Committee – The status of several individual Architectural Change Requests was discussed.

The COS decided that all future requests for changes to landscaping of townhomes will be considered and approved by the Landscape and Grounds Committee. All requests for changes to landscaping for individual homes will be considered and approved by the Architectural Review Committee (ARC).

6.  Newsletter & Website Committee – The neighborhood website is now fully developed and the neighborhood Covenants and Canons of Conduct, along with other governing documents and forms, are available and can be copied. [Note: See article on page 3 of this newsletter.]

7.  Covenant Committee – Discussion regarding the recommendations and concerns expressed by homeowners about the proposed changes to Canons of Conduct will be reviewed by the Covenant Committee and the Council prior to the special meeting on May 7. Any action to reconsider the proposed changes will be determined prior to that meeting and an appropriate action plan developed.

• Management Report – The Management Action Log, including the report on delinquent accounts, was presented by Vera Victorino.

The report included a request by a resident to have an annual financial report prepared by an independent accountant. In 2006, the COS approved a proposal to have such an audit done on an annual basis and it is a budgeted item each year. Abbott has obtained a proposal (cost - $2800) for the 2006 audit by an independent accounting firm. This proposal will be forwarded to Tom Fischer, Association Treasurer, for his signature.

• Old Business – Plans for SPINN are almost complete with one final planning meeting scheduled for Wednesday, May 23. [Note: See article on page 3 of this newsletter.]
• New Business – None.

The meeting was adjourned at 9:15 p.m.