Minutes of HOA Board Meeting on December 2, 2020

  1. Commencement: Meeting called to order at 6:04 p.m. with board members Anna Urman, Brian Mazuc, Carlos Chadha, Dave Balandrin, Eric Kerby, Erika King, and Jim McDonald in attendance.  Angela Harrison Eng, The Villager editor, also in attendance.  Meeting conducted remotely due to COVID-19 pandemic.
  • Previous Meeting Minutes:
    • Approved November minutes
  • Time sensitive priorities
    • Santa Visit
      • Meet around 4331 Stream Bed Way starting 9:45 a.m., Saturday, 12/19
      • No one can ride on/in fire truck due to COVID restrictions
      • No candy distribution due to COVID/social distancing needs
      • Another vehicle can follow behind or lead with Santa
      • Need Santa/driver volunteers; will reach out to community; if not, Brian or Anna may act as a fallback option
    • Landscaping RFP
      • Agreed to renew contract with Town & Country (current provider) who agreed to match lowest bid for first 2 years of contract, then will increase to original quoted price ($6300); considerations: provide best termination option plus reliable work history for us for last 7+ years; will move forward once quote updated to reflect offer to match lower bid
    • The Villager
      • Include Santa visit flier plus notification of final paper copy; will be 100%digital moving forward; will reach out to volunteer to see if they can distribute door hanger or we will need to mail
      • NextCloud document established for collecting content suggestions moving forward
  • Follow-up from previous meeting: Jim clarified timeline of discussion/votes related to Brian’s AC request for fence.  Decision on fence already recorded, no further action needed.
  • Common Grounds/Playground Committees
    • Park asphalt replacement – no updates at this time
    • Suggestions for dog signs to be added to posts with existing park signs; board to review/discuss by email
  • Neighborhood Watch – Brian intends to include a Neighborhood Watch corner in future The Villager editions beginning next year; will coordinate with the editor regarding content suggestions
  • Website Administration/Documentation
    • NextCloud demo showing historical record repository, poll feature (can be open to the community also), document storage, live document updates, collaboration, etc.
    • Ticketing system demo
      • Vantagehoa.org/ticket
      • Could convert emails sent to the board email address to create a ticket rather than distributing an email to all board members; able to track tickets and mark them as complete; able to divide work/monitor status; would potentially reduce email traffic/confusion about what has or hasn’t been addressed; can converse with requester through the interface
      • Could potentially tie into a customer service portal; integration between systems requires a fair amount of development and testing time; any customization must be approached with caution as must be maintainable
    • Links for annual dues – have been added to main site
    • Commonly requested documents: declaration pages for insurance; rather than posting on site as they may contain information that could be misused, we should consider setting up an auto-reply for requests submitted through website ticketing system
  • Other Business
    • Complaints
      • Mr. Coleman’s pipestem parking – Carlos spoke with Mr. Coleman’s lawyer; no further action
      • Tulip Poplar tree behind 4320 Stream Bed Way; Dave visited tree with tree company (Moore); Mr. Moore indicated tree is healthy, well-rooted, no evidence of rot; Dave notified homeowner; no further action
      • Property at 4332 Rolling Stone Way: no violations found; need to respond to complainant
      • Animal disturbance from 4516 Flintstone: complainant is not a member of our community; recommended complainant reach out directly to the neighbor or contact animal control; no further action
      • Fallen fence on S Kings/Flintstone: Brian stopped by twice with no answer; need to confirm address and determine next steps
  • Adjournment:  8:09 p.m.
  1. Follow-up Action Items
    • All – review/comment on dog signs
    • All – begin using NextCloud for document sharing/commenting, polls, etc. as much as possible
    • Erika – post volunteer opportunity for two people from same household – one to drive and one to be Santa; Brian or Anna as backup Santa
    • Jim – provide email address for Trevor (Private Streets Committee)
    • Eric – provide list of links for NextCloud and WordPress to board
    • Eric – continue converting items for ticketing system
    • Erika – add link to pay for disclosure package on website
    • Brian – respond to complainant at 4332 Rolling Stone Way
    • Brian – confirm address with fallen fence
    • Anna – reach out to former volunteer about door hanger delivery for newsletter