Minutes of Board Meeting

15 September 2004

Board Members:      (Board Members and Positions for the 2004-2005 year of operations)  

      Charlie Russell, President, 11216 Lagoon Ln, 703-860-6842, chasrus@worldnet.att.net

Mary Medlin, Secretary, 2026 Lakewinds Dr, 703-391 5612, tindalr@erols.com

Janice Esser, Treasurer, 2008 Lakewinds Dr, 703-476-4689, janesser@comcast.net

Jim Naughton, VP, 2005 Lakewinds Dr, 703-715-0104, jnaughton@aol.com

Dale Seastrom, Director, 2011 Lakewinds Dr, 703-860-8546, Seastrom@aol.com

Grounds Manager:  Linda Rule, 2009 Lakewinds Dr, 703-476-5536, bock@biz-results.com

Meeting called to order at 7:45 p.m. by Charlie Russell.  All board members were present. Linda Rule was not present.

Minutes:  The minutes of the previous board meeting on August 10, 2004, were reviewed, accepted with corrections, and submitted to Peter Blondin for posting to the Cluster’s website.

Old Business: 

1. Grounds Report: See attachment from Grounds keeper. The report was accepted. Later, in a round table discussion Mary was tasked with contacting Linda about a) the status of goose treatments and the future impact on the cluster budget and b) the status of the carport roof replacement.
2. Charlie will contact Judy Newcomb about the picnic committee. Mary suggested that due to the onset of the holiday season, a Holiday open house might be more appropriate and volunteered her house.

New Business: 

1. The board would like to welcome John and Karen Woods at 11212 Lagoon Lane to the cluster.
2. Treasury Report: The cluster has received $4555.12 in payment for dues in arrears. The board will continue its efforts to collect dues in arrears. CPA, Darrin Rogers completed the cluster taxes for year ending 6/30/2004 and they have been submitted. Janice Esser will submit the forms necessary to add Charlie Russell to the bank signature card.  CPA Darin Rogers has recommended performance of a true bank reconciliation of the cluster’s books on a regular basis. This will compare the bank balance to the book balance and should help the cluster foresee errors in a timely manner. The board agreed to have bookkeeper Gaylon Swanson create a quarterly cash flow statement for the board’s review. Janice is handling a resident’s problem of a check possibly sent in error for the wrong amount.
3. Discussion ensued on the efficiency of board meetings and continued on the issue of recording meetings Jim and Charlie will continue researching the viability and legality of recording cluster board meetings. Jim was tasked with formulating a list of practical applications the board might apply to the conduct of its meetings
4. Jim was tasked with putting together ideas on informational flyers for the cluster.
5. The issue of pet responsibility by cluster residents was raised. Fairfax County’s ordinances on pet control, excrement pick up by owners and excessive noise were discussed. The board will research the laws and release a flyer advising residents of their responsibilities on these issues.  The board will also pursue putting up a doggie poop bag dispenser along the path to encourage residents (and non- residents) to keep our cluster clean.
6. Charlie and Jim introduced and discussed a possible conflict of interest issue of concern to the board. Charlie ruled that a conflict did not exist.
7. Mary suggested that, due to the ongoing discussions on the RA rules and their application to the cluster board meetings that an RA representative be invited to sit down with the board for a discussion. Mary will pass the name of the RA representative to Charlie.

Next meeting:  October 18 at 7:30 at Janice Esser’s  house.

      Meeting Adjournment: 9:15pm

Mary Medlin, Secretary