- Commencement: Meeting called to order at 7:09 p.m. with board members Anna Urman, *Brian Mazuc, *Carlos Chadha, *Eric Kerby, Erika King, and Jim McDonald in attendance. *Attended remotely.
- Previous Meeting Minutes:
- Approved June minutes
- New Business
- Community Picnic & Food Drive planning
- Anna will coordinate meeting with volunteers
- Legal review/update from attorney
- Jim, Anna, and Brian met with attorney Pia Trigiani; positive experience; attorney would price each project/request individually rather than on retainer; Board will submit request for quote on 2 private streets issues (gas pipeline trench and use of common property)
- HOA is under-resourced and unprepared to deal with any major issue; need to formalize processes
- recommended formal reserve study to determine private street needs and fee structure/plan
- recommended membership in “CAIDC.org” ($250/year) and subscription with Quorum magazine for peer support/best practices
- written policy for access to board meetings is a legal requirement; will be uploaded to document library and included with written notice of annual meeting
- Treasurer’s Report
- Main expenses: landscaping, postage supplies
- Income: approximately 310 annual dues paid and approximately 100 outstanding for this year’s dues
- PayPal fees to increase about $.25/transaction effective 10/1/21
- Need to coordinate audit to meet requirement in Bylaws Section 8, Article 8; last one conducted by committee in FY2016
- QB Portal free trial to be tested later this month
- Private Streets (PS) Committee
- Based on legal recommendation, want to investigate formal reserve study as mechanism to determine magnitude of PS needs and way forward; will need to identify service providers and obtain estimates
- Neighborhood Watch (NW)
- New Volunteer: Michael Spencer
- Sign installation being coordinated
- Website Administration/Documentation
- Working on workflow for disclosure packages
- Volunteer Coordination
- May need volunteers for audit committee; more information to follow
- The Villager
- Angela finalizing draft to be published this week
- Other Business
- Complaints
- Complaint via email regarding unsightly views: Jim spoke with homeowner; homeowner had some work done; original complainant still feels its unsightly; other neighbors feel it looks okay; nothing egregious; no formal complaint and no further action at this time
- 980745 – bushes encroaching sidewalk
- Not a violation of the current community rules; recommend it be addressed in future modification of rules
- Recommend complainant contact VDOT; will add as standard workflow response for similar complaints in future
- Review pending action items
- Architectural Control (AC) Committee
- Several recent disclosure requests noted violation that were not addressed before sale; buyers took on the liability upon purchase; discussion tabled
- Chair proposed to accept new volunteer for AC and then reallocate 2 people to NW Committee to reduce the total AC down to 3 people due to concerns regarding efficiency and timeliness of responses; discussion tabled
- Upcoming events
- Picnic & Food Drive (September 11)
- Fall Yard Sale (September 18)
- Annual Meeting (October 18)
- Santa Visit (December 18)
- Adjournment: 9:59 p.m.
- Follow-up Action Items
- Anna: lead picnic coordination; contact volunteers and coordinate meeting
- Anna: research and initiate audit requirements
- Anna and Eric: coordinate on QB trial
- Brian and Eric: Coordinate request for quote to attorney
- Eric: send out final draft of The Villager and then post to website/email blast
- Eric: draft response for complaint 980745
- Eric: contact Marci regarding consideration for AC membership
- Erika: create recurring event on website with date/time of upcoming meetings & draft written policy for upload to document library
- Erika: assist with picnic coordination
- Erika: Research CAIDC & Quorum magazine and resources for formal reserve study
- Jim: help with picnic cleanup in September
- Jim: locate at least 1 company providing formal reserve studies