- Commencement: Meeting called to order at 7:11 p.m. with board members Anna Urman, Brian Mazuc, Eric Kerby, Erika King, and Jim McDonald in attendance. Meeting conducted remotely due to COVID-19 pandemic.
- Previous Meeting Minutes:
- Approved April minutes
- New Business
- Discussed board operating procedures; some may be addressed internally and some may need legal review; questions to be discussed at future board meeting; need to establish relationship with new counsel for HOA matters
- Pipestem matters:
- damaged asphalt – who is responsible for repairs?
- private vs communal property – do changes require unanimous consent? what is the board’s role?
- Records retention policy
- HOA privacy and privacy policy
- Roles/responsibilities/authorities of committee chairpersons
- Minimum number of committee members?
- Can chair add/remove members?
- What if committee doesn’t unanimously agree or if there is a tie vote?
- Pipestem matters:
- Default meeting time and location
- Establishing 2nd Mondays, 7 p.m. as a standard meeting time; will revisit if we find it is always a conflict for any board member
- Will provide hybrid meeting space going forward, with both in person and remote participation options due to varying comfort levels related to pandemic
- Discussed board operating procedures; some may be addressed internally and some may need legal review; questions to be discussed at future board meeting; need to establish relationship with new counsel for HOA matters
- Treasurer’s Report
- Annual dues payments coming through online payment; approximately 10 disclosure packages so far this year
- Landscaping bill: last bill appears to be for 2 months at lower rate; Anna sent email to confirm bill covered 2 months
- Notice of online payment option and increase to $70/annual base rate for dues effective 5/2022 sent out via email distribution list on 5/18/21; mailed statements for 2021 to include same notice; Anna will determine who has not paid electronically and prepare/mail paper statements
- Architectural Control (AC) Committee
- Items not addressed in the AC guidelines (e.g., driveways)
- Guidelines need to be updated to include these items
- In interim, consider requests in terms of concept, compatibility, and impact on neighbors as outlined in the guidelines; raise any concerns to the board as needed
- Disclosure Packages
- 7016 Bedrock Rd: no visible AC violations
- 7007 Bedrock Rd: shed in SE corner of the back yard needs to be repaired or removed; not in AC file
- 4410 Coldbrooke Ct: no visible AC violations
- 6811 Vantage Dr: no visible AC violations
- 6816 Rock Creek Ct: no violations noted
- 4428 Flintstone Rd: no violations noted; fence has been repaired as viewed from S. Kings Hwy
- 4442 Flintstone Rd: no violations noted
- 6818 Rock Creek Ct: no violations noted
- 4311 Rolling Stone Way: no violations noted but is missing a shutter and garage door is borderline needing work
- AC Requests:
- Ticket #376166 (new siding): AC vote pending
- Ticket #196511 (HAM antenna): AC escalated to board for vote –
- Unanimous approval by board for conditional approval as written; subject to change if any complaints received
- Ticket #897577 (deck/fence): approved
- Ticket #805204 (fence): pre-approved
- Ticket #735369 (paint shutters and front door): approved
- Ticket #803309 (use of jointly owned circle): referred to Private Streets Committee
- 7125 Whetstone Rd (backyard playground, concrete driveway): approved
- Items not addressed in the AC guidelines (e.g., driveways)
- Private Streets (PS) Committee
- Met 5/3/18 to review PS accounts and committee responsibilities
- PS dues set at $2/month in 1972 and never increased; insufficient to cover PS maintenance needs
- Considering options (increasing dues, refunding money, or treating funds as single pool to address greatest needs); some options may require legal review; will hold separate meeting with PS homeowners
- Request for disbursement pending; Anna will follow-up
- Met 5/3/18 to review PS accounts and committee responsibilities
- Neighborhood Watch (NW)
- Virtual meeting 4/29/21 with MPO Martin Goodley, Crime Prevention Officer for Mt. Vernon District Station, Fairfax County Police Department who provided overview on NW program
- Officer Goodley offers recurring virtual training on various topics; Brian will post details on Facebook as they become available
- FCPD will provide 2 free signs but we have to install
- Volunteer Coordination
- Add Neighborhood Watch opportunity
- The Villager
- Draft provided by editor on 4/24/21, board to review and provide comments via email to Eric no later than 5/23/21
- Next distribution goal: After picnic in September, to include write-up and/or pictures from picnic (after picnic, with pictures); send out electronic/Facebook notice in advance of picnic also
- Other Business
- Complaints
- Yard debris/trash pickup (Facebook complaint)
- Will treat informally; check with homeowners to see if they require assistance
- Ticket #282672 (PS asphalt damage): will seek legal counsel
- Yard debris/trash pickup (Facebook complaint)
- Ticket #859493 (commercial dumpster): allowed but request short duration (30 days or less) and recommend advising neighbors of temporary nature
- Ticket #881993 (dead tree): follow-up via email again; will need to stop by if no response within a few days
- Complaints
- Upcoming events
- Picnic & Food Drive (September 11)
- Fall Yard Sale (September 18)
- Annual Meeting (October 18)
- Santa Visit (December 18)
- Adjournment: 9:23 p.m.
- Follow-up Action Items
- All: Compile list of concerns which we feel may warrant legal review to be discussed internally before proceeding
- All: Review newsletter and send comments to Eric by 5/23
- Anna/Jim: Locate potential firm/attorney to put on retainer and/or for ad hoc inquiries
- Anna: prepare and mail paper dues statements for any dues not paid electronically; Erika will assist if desired
- Brian/Anna: Review printing options
- Anna: Follow-up on PS disbursement request
- Erika: Post NW volunteer opportunity
- Brian: Informally contact homeowner on Vantage re: yard debris
- Eric: respond to tickets #859493 and #881993