Minutes of HOA Board Meeting on November 19, 2020

  1. 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
    • 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
  • 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
  • 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
    • AC nomination
      • David Gibson – nominated and approved
  • 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.
  1. Adjournment: 8:21 p.m.
  1. 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