Woodland Pond Homeowners Association

Board of Directors Meeting

March 15, 2010 

Call to Order:  Vice President Ray Walsh called the meeting to order at 7:43 pm. 

Present:  The following Board members were present:

               Ray Walsh, Vice President  
                                Doug Steinberg, Director 
                                Beth Ferrara, Treasurer  
                                Tim Dineen, Secretary

            Invited Guest:  Martha A. Yeager, representing ACS West

Absent:  Edd Burleson, President 

Approval of Minutes of January 11, 2010:  Ray Walsh made a motion to approve.  Motion passed  
  unanimously. 

 Treasurers Report:  The Treasurers Report was prepared by Vice President Ray Walsh since much of  
            the report is based on work he did last year when he was the Treasurer.The  
            annual review of the 2009 books by an outside accountant was completed. 
            The books were found to be in good order.  Ray added that it still may be a good  
            idea to switch from Microsoft Excel at some point to a double entry system in 
           order to provide more clarity with respect to some transactions. 

   Taxes which were due on March 15^th have been filed. The 2010 financial statement    
         was reviewed and appeared to be in good order.  There was a slight increase in  
         insurance fees due to expanded coverage.  Otherwise, expenditures looked to  
         be in line with the budget plan.   

   A motion to accept the financial reports was made by Doug Steinberg.  The motion 
        passed unanimously. 

Unfinished Business:  Planting of some additional shrubs such as arborvitae and hollies has been  
             completed. Mulching of the beds will take place in the next few weeks. 

             
  The contractor who did some of the lighting during the past holiday season was  
  commended for doing a good job. 

Ray Walsh again called attention to the condition of some of the mail boxes in the community.  He has counted around 100 that look to be in bad shape.  The Board will  
establish a policy resolution in reference to mail boxes and posts stating standards. 
The document will be reviewed with counsel and enforcement will commence 60 days 
after establishment of the policy.  Other policy resolutions regarding property  
appearance are also being considered.

 
 
 
The Board took note of the fact that the county seems to be stepping up 
enforcement of the requirement that irrigation systems must have  
backflow systems installed and certified by an approved contractor. 

            Ray Walsh reported that the Chesterfield County Board of Supervisors approved  
  bow hunting rules on February 24, 2010.  Bow hunting, if the appropriate permits 
  are obtained, is allowed within 150 feet of a residence.  If the owner agrees to it, 
  such hunting can take place even closer to the owner’s residence.   
 
 

New Business: Presentation by Martha A. Yeager, of ACS West:  Ms. Yeager gave a presentation which outlined the various services offered by her real estate management company. 
Her firm provides a range of services – from dues collection to monitoring adherence to architectural standards.   
Ms. Yeager noted that the professional services provided are customized to meet the 
needs of the homeowner community.  There was an extensive discussion around this 
presentation and it was agreed that the Board would explore how best to utilize this 
service.  Records storage is a particular area in which the experience of this company  
might provide some guidance. Ray Walsh proposed that we work on a specific project with ACS West to determine how we can best use their services. Motion passed unanimously.

Doug Steinberg brought up the issue of the annual Beach Road clean-up which  
residents have volunteered to do in the past.  Doug said it may be worthwhile to 
contact the county to see if this is something the county could do.  There is a  
concern that working in proximity to speeding cars can be dangerous, especially when children are involved. If the county could carry out the clean-up it would reduce the potential for danger.  Doug volunteered to explore this approach.  Doug’s motion to contact the county about this issue was passed by the remainder of the Board (Beth Ferrara had to leave before this issue came up).

Tara Hudson from the Garden Club suggested pink flowers be planted to acknowledge breast cancer awareness.  Consequently the spring perennial change-out at both entrances will feature pink begonias with light green foliage.  The Beach Road entrance will also include pink petunias in hanging baskets.   
 
Ray Walsh advises that Shoosmith is seeking exceptions on 3 proffers from the 
Chesterfield County Board of Supervisors.  Shoosmith representatives are offering 
to do a landfill tour for interested residents.  If anyone is interested they can 
contact Ray Walsh who has heard from the Shoosmith representatives.

The following items relating to the Homeowner Association’s property needs attention: 
Structurally weak sections of the Beach Road fence need to be repaired. 
The entrance fence needs touch-up painting. 
The brick structure at the Beach Road entrance needs to be power washed. 
Specifications will be written for this work and the work will b performed this summer. 

Adjournment:  The meeting was adjourned at 9:28 pm. 

Prepared By:  Tim Dineen, Secretary