Woodland Pond Homeowner’s Association, Inc.
Board of Directors Meeting
March 23, 2009
Location: Woodland Pond Swim and Racquet Club
Directors Present: Edd Burleson, Annette Crews, Ray Walsh, Doug Steinberg, Tim Dineen
Minutes: Minutes approved for January 26, 2009 meeting.
Continuing Business
Treasurer’s Report: Ray Walsh proposed an additional financial control policy which had been recommended by the auditing accountant:
Woodland Pond Homeowners’ Association Financial Control Policy
Additional Control: An additional level of scrutiny has been added to the financial review process in calendar year 2009. A responsible Woodland Pond resident, who is not a member of the Board, will receive the monthly bank statements unopened, and review the receipts and expenditures. This review will focus on payees being legitimate, and payment amounts being reasonable and consistent with past transactions. Questions will be noted and resolved with the Treasurer. If questionable observations cannot be resolved with the Treasurer, these matters will be presented to the Board. This process will not only add another level of control to ensure association assets are accounted for properly, but will also prepare the individual performing these reviews for the Treasurer’s job in the future. Beth Ferrara has assumed this responsibility. This proposal was seconded and unanimously approved.
Beach Road Entrance Landscaping. The deficient boxwoods at the entrance have been replaced with an attractive, hardier variety. The large evergreens have been planted in the median, along with some large deciduous flowering plants. The accent plants will be installed by the end of April. Call Ray Walsh with questions or feedback.
Appreciation Plaques. Ray Walsh displayed one of the plaques prepared in appreciation of the outstanding work done in the past by former members of the Board Bruce Fletcher and Mac McFarlane. It was unanimously agreed that the plaques were appropriate and very suitable as a gesture of appreciation from the Board.
Architectural Review: Annette Crews reported that a few residents were concerned that they had misplaced their dues statement and wanted to know who to send their dues to. Dues statements and payments should be addressed to the property management company:
ACS WEST INC.
P.O. Box 11361
Richmond, VA 23230
Three routine Architectural Review Committee (ARC) issues are currently being addressed. One serious ARC violation is being addressed. The resident has refused several attempts to deliver certified mail. Additional steps will now be taken to remedy this problem.
New Business
Architectural Review Committee: Annette Crews recommends that the Board explore the future possibility of hiring an Architectural Review firm. This topic will be explored at a future date.
Resignation: Annette Crews announced her intention to resign from the Board for personal reasons. This led to a good deal of discussion on the part of the Board in view of the excellent work she has been doing in a difficult job. Her resignation was accepted, but Annette reassured the Board that she would serve in a supportive function to whomever would be undertaking her duties.
Doug Steinburg was proposed, seconded, and unanimously approved to serve on the Architectural Review Committee in Annette’s place.
Beach Road Cleanup: Cleanup is scheduled for Saturday morning April 18th (rain date April 25th). Participants will meet at the Clubhouse at 8:30 A.M. Safety vests, trash bags and juice will be provided. Bring gloves.
New Contract: The Board unanimously approved a renewal of the contract with the company which has been doing the landscaping for the W.P.H.A. The new contract covers a 3 year period to end March 2013.
Adjournment was proposed, seconded and approved at 9:08 PM.
Respectfully submitted
Tim Dineen
Secretary