- Commencement: Meeting called to order at 7:04 p.m. with board members Anna Urman, Dan King, Eric Kerby, Erika King, and Jim McDonald in attendance. Meeting conducted remotely.
- Previous Meeting Minutes:
- Vote for approval of September and October minutes to be conducted via poll to enable feedback from members not present
- New Business
- Unanimous vote to allow another week to collect nominations for officer and/or committee changes from members not present followed by online poll for confirmation of new officers prior to the end of November
- Self-nominations for officers:
- Eric, Anna, and Erika open to reconfirming
- Dan self-nominates for Vice President
- Vote for recurring meeting schedule to be conducted via poll to enable feedback from members not present
- Santa visit – need to coordinate with fire department and identify volunteers
- Treasurer’s Report
- Major expenses: Insurance, DOPR licensing and annual report
- Unanimous vote to transition from QuickBooks Desktop to QuickBooks Online Simple Start ($25/month); will determine if there is a need to upgrade for additional features later
- Unanimously approved 2022 annual budget
- Donation to St. Marks for annual meeting space; will match donation amount from 2019
- Audit (required by by-laws)
- Approximately $5,000 for an official audit
- Alternate option: convene a committee
- Reserve study
- 5-year study required by Virginia State Code; may or may not need a reserve fund but must conduct study to make that determination
- Received feedback from community member that placing liens against properties for unpaid dues and attorney fees is a critical board responsibility
- Historically, board sent formal, certified demand letters through the attorney and assessed attorney fees to the account at the time of the letter
- Liens tend to be recovered only at the time of sale or refinancing; however, we already recover funds at the time of sale through the disclosure process without incurring legal fees
- Need to (re)establish a formal process and identify company to process demand letters and liens
- Architectural Control (AC) Committee
- Proposed revisions scheduled to be sent to board by 15Nov2021
- Website Administration/Documentation
- Migrated from previous webhost IONOS due to instability and failure to update software
- Attempted trial period with webhost DreamHost which was cancelled during the trial period as it was not an improvement
- Transitioned to newest webhost A2 Hosting out of Ann Arbor, MI: more features, less cost, more stable
- Migrated from previous webhost IONOS due to instability and failure to update software
- The Villager
- Plan for December distribution: annual picnic summary and photos, annual meeting summary and location of minutes, NW update, AC guidelines review, calls to volunteer, trash can policy, Santa visit
- Other Business
- Review pending tickets and action items
- Annual meeting follow-up and unassigned tasks
- Trash can reminder to community – will include in next newsletter
- Poison ivy remediation in common areas
- Woodstone HOA Common Area
- Lee District Land Use Committee
- Ticket 784449 (tree clearing on HOA property)
- Power wash park bridge
- Power wash playground equipment
- Upcoming events
- Santa Visit (December 18)
- Adjournment: 8:38 p.m.
- Follow-up Action Items
- Anna: Transition to QuickBooks Online Simple Start
- Anna: Identify donation amount from 2019 and send check to St. Mark’s for same amount
- Eric: Follow-up with Supervisor Lusk regarding materials to post with minutes
- Eric: coordinate with Brian on follow-up on outstanding tickets
- Erika: request for officer nominations or requests for committee changes (to be completed by the 15th)
- Erika: polls for officers, recurring meeting schedule, September and October minutes (to be completed prior to Thanksgiving)
- Erika: send link for asphalt paving quotes
- Erika: send list of unassigned action items to board in follow-up email
- Erika: Identify addresses for houses bordering park and draft letter for targeted mailing for power wash water supply volunteers (incentivize with credit of annual dues?)
- Jim: Identify volunteer for Santa (1 week) and coordinate with fire department for Santa visit on 12/18, 10-11 a.m.
- Jim: proposal for reserve study recommendations; schedule separate meeting to discuss details; open to any board members who wishes to participate
- Jim: send write-up to board regarding picnic for feedback and incorporation into December newsletter
- Poison ivy remediation in common areas
- Locate service provider for filing demand letters and liens for delinquent accounts