Homeowners Association, (Hoa) Inc

BARRISTER’S KEEPE (BK) HOMEOWNERS ASSOCIATION, (HOA) INC. Minutes of the Board Meeting December 11, 2007 Church of the Apostles

I. Opening President Annie Patenaude called the meeting to order at 7:03PM on December 11, 2007.

II. New Board Introduced President Patenaude introduced the new board and defined the committee liaison responsibilities of each member: Frank McGann - Vice President and Communications, Ronald Beckwith – At Large, Covenants, Woody Long – Treasurer, Budget and Finance, Paul Schwartz – Secretary and Grounds, Annie Patenaude – President and Social.

III. Minutes of June and September 2007 HOA Meetings Motions were made and seconded to approve the June and September 2007 HOA meeting minutes. Board approval of the motions was unanimous.

IV. New Management Agent and Renewed Snow Removal Contract President Patenaude and Treasurer Long discussed the termination of Tri-State (formerly Koger) and the selection of AAA community management services (financial management only). The termination resulted from Tri-State fund embezzlement - which for Barrister’s Keepe, has been recovered through the community Fidelity Bond. The board formally evaluated five bids to replace Tri-State and unanimously selected AAA. The snow removal contract with Community Landscape Services (CLS) has been renewed for the winter season of 2007/2008.

V. Holiday Dinner 25 persons attended the holiday dinner at P.J. Skidoo’s on December 6th. The Social Committee received favorable comments and plans to arrange another community holiday dinner during December of 2008. VI. Community Improvements in 2007 Actions promulgated by the strategic planning committee during 2007 included: power washing the fountain area, concrete repair, irrigation system improvements, tree trimming, fence painting, new signs and refurbished benches in fountain area.

VII. Mantua Letter to City of Fairfax Mantua HOA provided BK HOA a copy of their letter to the City of Fairfax which cited several oil spills at the tank farm related to truck loading during the past year (2007). The BK HOA President will follow up with the Mayor’s office and invite the Fire Chief to attend BK HOA meeting in March to discuss spill status and remedial action.

VIII. 2008 Budget, Dues and Financial Issues Mr. Long provided briefings on: A. the (successful) status, through our Fidelity Bond, of recovery of funds wrongfully taken from our HOA account by Tri State Management, B. the successful conversion to AAA Management, C. the 2007 budget status and, D. the 2008 Budget recommended by the Finance Committee. The 2008 budget recommends a 2.8% increase over the 2007 Budget which will result in a quarterly assessment rate increase for homeowners from the current level of $450./qtr to $462.50/qtr. (see attachment for further discussion and rationale). The following three motions, related to finances, were made, seconded and unanimously approved by the board:

1. “Deferred Assessment Resolution” – “The Association elects to apply all or part of the excess assessment income to the following year’s assessments and that such final amount shall be at the Board’s discretion.” Background – see attachment.

2. “Assessment Authorization” – “The Board of Directors approve the maximum assessment as allowed by our by-laws of 10% of the annual budget to be applied to the 2008 fiscal year; and, that the application of this assessment be deferred until it is deemed necessary by recommendation of the Board Officers.” Background – see attachment.

3. “2008 Association Budget” – “The Board of Directors approve a budget for the 2008 Fiscal Year (1/01 – 12/31/2008) to cover all known and planned expenses totaling $74,000.” Background – see attachment.

IX. New Directory and Community Services/Reference Document These documents will be updated and distributed to residents in January.

X. Architectural Changes This on-going issue was discussed with the following results reiterated: Consistent with community by-laws and covenants, any resident desiring to make an external architectural change or improvement, must first file a Barrister’s Keepe Architectural Change Application with any member of the Covenants Committee. In addition, if a homeowner seeks to remove a tree, they must also file a tree removal permit with the City of Fairfax. The Board will continue to emphasize the direct connection between an effective covenants process and sustaining the value of our homes.

XI. Gate Code Homeowners will be notified of the new gate code in January. This code must be protected and should not be provided to realtors and vendors.

XII. Committee Membership Approval It was moved, seconded, and voted to approve committee membership. See attachment.

XIII. Committee Reports Communications – Community Directory and Services distribution as discussed. Social – As discussed Grounds – Leaves to be picked up by CLS week of 17 Dec and again in Jan as needed. Legal impact of leaf disposal in storm sewers to be discussed in separate note to community. Finance – As reported in paragraph VIII and attachment. Covenants – Continuing discussion of how best to explain importance of homeowner cooperation with community appearance standards and covenant compliance process.

XIV. HOA Meetings For 2008 Moved, seconded, and approved to schedule following HOA Board meetings in 2008:  March 4  June 17  September 9 (BK HOA Annual Meeting and election of Board Members)  December 9

XV. Adjournment President Patenaude adjourned the meeting at 8:10PM.