- Commencement: Meeting called to order at 6:05 p.m. with board members Anna Urman, Brian Mazuc, Carlos Chadha, Dave Balandrin, Eric Kerby, Erika King, Jim McDonald, and Stephanie Spika Hickey in attendance. Meeting conducted remotely due to COVID-19 pandemic.
- Homeowners Addressing Board
- Pam Evett, Jarrett Evett, and Claire Kelly attended to hear communication regarding AC Guidelines; reaffirmed board will follow process outlined during the annual meeting to consolidate 1994 and 1995 guidelines and distribute for community comment.
- Annual Meeting follow-up
- Designated board officers and committee chairs
- Officers:
- President – Eric Kerby nominated and approved
- Vice President – Carlos Chadha nominated and approved
- Treasurer – Anna Urman (reconfirmed)
- Secretary – Erika King (reconfirmed)
- Committee Chairs
- The Villager: Angela Harrison Eng volunteered as editor; Eric already provided her access to the NextCloud repository; board needs to issue guidance for publishing; preference for 100% online publication
- Neighborhood Watch Coordinator: Brian Mazuc volunteered
- Common Grounds (includes culverts): Liz (reconfirmed)
- Playground: Dave (reconfirmed)
- Private Streets: Stephanie/Brian/Anna volunteered to assist – will meet to identify chair
- Architectural Committee: Brian nominated and approved
- Officers:
- Proposed annual budget has 2 major expenses for 2021
- Asphalt Replacement (est. $30K) – will come from reserves
- Self-service Payment Center (est. $2K) – initial year primarily covered by savings from 2020 cancelled picnic
- Budget approved
- Annual dues increase
- Discussion regarding process for adjusting annual rate: one-time increase or establishing standardized minimum increase tied to inflation rounded to nearest dollar; need to determine proposal and communicate to homeowners
- Voted and approved increase to ceiling from $178 to $183
- Designated board officers and committee chairs
- Previous Meeting Minutes:
- Approved September 2020 minutes
- Approved October 2020 annual meeting minutes
- Approved amending previous minutes from March 2020 to August 2020 to add “Meeting conducted remotely due to COVID-19 pandemic.”
- Recording votes conducted via email
- 10/3/20 motion to seek and obtain legal consultation on board’s authority to approve AC requests deviating from guidelines; board voted via email 10/12/20: 5 to 4 to not seek legal counsel at this time
- AC request for 4337 Rolling Stone Way fence: AC voted 10/3/20: 2 in favor, 1 opposed, Brian recused; request escalated to the board with vote conducted via email 10/27/20: 7 in favor, 1 opposed, Brian recused
- Treasurer’s Report
- Main expenses – insurance renewed
- Insurance quotes – volunteer reviewed existing quote with her boss (works at a competing insurance company) and recommended we retain existing provider; insurance renewed with existing provider
- Other Business
- Grounds
- Park asphalt quotes: still need additional quotes
- Landscaping quotes: need to make decision by end of December
- Town & Country (current provider): $6300/year
- Premium Lawn & Landscape: $5568 first year, $5736 second and third years
- Blade Runners: walk through completed; quote to be provided by end of November
- Kingstowne Lawn & Landscape: withdrawn
- Vaquerano Lawn Care: no response
- Property donation to Huntley Meadows
- Original owner deceased, inherited by children, interested parties would need to obtain a quit title deed and pay approximately $6600 in back taxes; auction scheduled in Feb/Mar; Friends of Huntley Meadows is interested; Fairfax County looking into it as well
- Deer hunting on HOA property – concerns regarding liability and demand on board to manage; will notify homeowner request declined
- Another area to establish SOP: responding to/collecting information for homeowner inquiries and requests
- Grounds
- Architectural Control Committee
- AC review, definition, and deconfliction
- Need to establish standardized rules, documentation, processes to increase transparency and efficiency; AC to develop proposals for board’s review; recommend processes be included in revised guidelines
- AC report
- Disclosures
- 7121 Vantage – no violations
- 4341 Stream Bed Way – no violations; color change was not submitted but would have been approved if it had been
- 6916 Lode Stone Ct – no violations
- 4348 Rock Creek Rd– no violations
- Requests
- 4328 Rolling Stone Way approved request for longer/additional windows
- 7125 Whetstone unanimously approved initial request for siding, door, roof, shutters, window; secondary request for fencing forward of the front house line approved by majority
- 6807 Vantage Dr – approved patio request; non-conforming front door not mentioned in request, no further action to be taken regarding door
- 4337 Rolling Stone Way fence approved by a majority of the board
- Disclosures
- AC nomination
- David Gibson – nominated and approved
- AC review, definition, and deconfliction
- Proposed Dates for major 2020 events
- Santa Visit – December 19 – will fire department participate given pandemic? Need to determine this before we can move forward.
- Adjournment: 8:21 p.m.
- Follow-up Action Items
- All: content ideas for The Villager
- Stephanie/Brian/Anna: meet as Private Street Committee to nominate chair and establish/define role of committee to present to board
- Anna and Eric: discuss Self-Service Portal
- Eric and Erika: establish process/guidance for The Villager review prior to publishing
- AC: Draft consolidated 1994 and 1995 AC Guidelines, including standardized rules/documentation/processes to increase transparency and efficiency for board’s review prior to distribution to homeowners for comment period
- Brian: contact new AC member
- Brian: attempt to locate additional asphalt companies
- Brian: establish/define Neighborhood Watch role to present to board
- Brian: forward property donation information to Fairfax County contacts
- Carlos: spreadsheet with annual dues increase proposal to present to board
- Eric: establish signatories as President
- Eric: draft response to homeowner regarding deer hunting and circulate to board for review
- Erika: amend previous minutes from March to September
- Erika: save archival copies of minutes to NextCloud in addition to website
- Jim: contact fire department to see if they will participate in Santa visit this year