Minutes of HOA Board Meeting on February 18, 2021

/ Board Meeting Minutes /
  • Commencement: Meeting called to order at 7:14 p.m. with board members Anna Urman, Carlos Chadha, Eric Kerby, Erika King, and Jim McDonald in attendance.  Meeting conducted remotely due to COVID-19 pandemic.
  • Previous Meeting Minutes:
    • Approved January minutes.
  • Treasurer’s Report
    • Main expenses: no major expenses
    • Bank account updates: Anna started process; Anna and Eric need to schedule time to go in together to BB&T and TD Bank to add both names to the accounts; CDs will roll into Money Market account next month
    • Dues increase decision needed NLT April if increasing in 2021; justification:
      • Inflation ($65 doesn’t buy the same thing today as it did when the rates were set at that level)
      • Capital improvements (e.g., park maintenance, asphalt replacement)
      • PayPal fees, electronic portal ($2500) service costs have gone up
      • Need to provide announcement and/or forum for community feedback
      • Two options:
        • Catch up on past inflation (est. $20 annual increase)
        • Raise by lesser amount (TBD) this year and continue to increase by inflation rate going forward
    • Post Office Box email – Anna has twice submitted form to update email address but Post Office lost both requests and continues to email Earl Hughes.  Post Office suggested Anna resubmit again at a less busy time of year.
  • Architectural Control Committee
    • 7124 Whetstone – property has been improved, one remaining issue of dead tree; Jim spoke with owner who recognizes tree by the mailbox is dead and he will get it chopped down
    • ACREQ-001-21/7004 Brookington Ct; 12’x20’x10’ shed not approved
    • ACREQ-002-21/7129 Vantage Dr – Children’s Playset noted as violation in original disclosure; request submitted after the fact and approved
    • ACREQ-003-21/7004 Brookington Ct; 12’x10’x10’ shed approved
  • Common Grounds/Playground Committees
    • Two baby swings replaced
  • Private Streets Committee
    • Chair still TBD; need committee to convene and select chair; Eric updated website to remove Hal’s name and add current committee members
  • Neighborhood Watch
    • Neighborhood shootings – no concrete findings to share with community; will forego community bulletin at this time; still an active investigation; police believe it was an isolated and non-targeted incident; no further action
    • Brian made contact with Crime Prevention Officer to begin coordinating on the program, registering with https://www.nnw.org/, obtaining signs, etc. – more to come
  • Website Administration/Documentation
    • Ticketing system – going live!  Eric will replace contact form page with link directly to ticketing system; can revert back if we run into issues
  • Volunteer Coordination
    • Adopt-a-highway pickup scheduled for February was postponed due to inclement weather; new date yet to be scheduled
    • Yard Sale coordinator needed
  • The Villager
    • Angela sent content suggestions and is awaiting our go-ahead
  • Other Business
    • Complaints
      • Complaint #209985: illegal trash dumping; homeowner paid to have trash items removed; no further action and ticket can be closed; Fairfax County Community Complaints can be submitted at: https://www.fairfaxcounty.gov/fido/complaints/comp_submit.aspx 
      • Homeowner contacted board about plow drivers dumping salt at the end of Vantage Drive resulting in homeowners cleaning it up at their own expense; homeowner does not have name or other details of driver; advised homeowner we would need additional information to pursue; no further action at this time
    • Lee District Land Use Committee: chaired by Ed Joseph; committee reviews all land use applications for the district; no meetings held in January or February; Jim will attend the March meeting to learn more and if it has applicability to our community
    • Reviewed pending action items
  • Upcoming events: will revisit in March
  • Adjournment:  8:34 p.m.
  • Follow-up Action Items
    • Anna: resubmit post office box form to change email to treasurer email address
    • Eric: Email Private Streets Committee members with formal request to convene and name a chair
    • Eric: Contact Angela ranking topics for next newsletter in order of priority
    • Eric: Make ticketing system live
    • Eric or Erika: Once ticketing system live, post in Facebook group
    • Erika: Draft community proposal for dues increase
    • Erika: Post volunteer opportunity for yard sale coordinator
    • Erika: Close out ticket #209985

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