- Commencement: Meeting called to order at 7:03 p.m. with board members Anna Urman, Brian Mazuc, Dan King, Dave Balandrin, Eric Kerby, Erika King, Hunter Lang, and Jim McDonald in attendance. Meeting conducted remotely.
- Previous Meeting Minutes:
- Approved March minutes
- New Business
- Virtual meetings – per Virginia State code, need to adopt official procedures to continue virtual meetings
- Officially engaged Mercer-Trigiani for the HOA’s legal representation on an ad hoc basis; suggestions for legal engagement should be voted on by the board; outreach to the firm limited to board officers
- Anyone wishing to present to the board is welcome to address the board and provide information; however, the board cannot address any pending legal matters in an open forum
- Treasurer’s Report
- Major expenses: insurance premiums
- 2022 Federal and State taxes completed; $0 liability
- GoToMyAccounts Self-Service Portal implementation on hold due to account setup issues encountered during the trial; may revisit portal options in the future
- Reserve Study: no updates currently; action items still pending
- Will coordinate with legal firm to enforce late dues payments
- Architectural Control (AC) Committee
- Ticket #428769 – met with legal firm regarding due process for documentation and next steps to remediate violations existing prior to the sale of the home; new homeowner has accepted liability of the violations existing at the time of purchase; official letter will be sent to the new homeowner with options and timelines for resolution
- AC Guidelines: updating latest draft based on board feedback (estimated delivery 5/1); need to test feedback page and update page and postcard with new timeline for community review
- Common Grounds/Playground Committees
- Board unanimously voted to combine the existing Playground and Common Grounds Committees into a single committee effective immediately
- Hunter nominated and accepted as new committee chair with Dave and Liz serving as additional committee members
- Reserve Study actions may identify additional roles and responsibilities outside of the duties outlined by the committee members and accepted by the board
- Park maintenance (repaving, mulch, etc.)
- Washington Paving has not responded to requests to follow-up and have rescinded their original discount offer; will need to send out requests for new estimates
- T&C will be removing trees cut down on HOA property
- Need to identify vendor to re-mulch in accordance with the Public Playground Safety Commission
- Shipping for under swing mats previously identified was cost prohibitive; can look to identify other mat options
- Board unanimously voted to combine the existing Playground and Common Grounds Committees into a single committee effective immediately
- Other Business
- Spring Yard Sale – signs will be posted next week and removed the day after the sale; reminders will be posted on Facebook and Nextdoor
- Pending tickets/action items
- Ticket #167487: Private street request – disbursement of funds must have an agreement of the majority of the private street homeowners
- Ticket #211176: Request regarding records of prior extension – AC committee will address
- Ticket #868054: Received complaint regarding fence disrepair; board voted to accept complaint as violation of community rule #1 and will send written notice to homeowner in violation
- Ticket #837377: Trail cam installed on HOA property by unknown party; will post picture on Facebook inviting owner to remove it within one week; if not removed, board will remove
- Upcoming events
- Spring Yard Sale (April 23rd)
- Picnic & Food Donation (September 10th)
- Fall Yard Sale (September 17th)
- Annual Meeting (October 17th)
- Santa Visit (December 17th)
- Adjournment: 8:49 p.m.
- Follow-up Action Items
- All – Need to complete action items related to reserve study to obtain new estimates
- Anna: contact Pia’s firm regarding enforcing late dues payments
- Brian: submit latest draft of AC guidelines by approximately 5/1
- Brian: respond to ticket 211176
- Dave: post to Facebook regarding 837377 for removal of camera and respond to complainant
- Eric & Erika – coordinate special, limited board meeting to adopt virtual guidelines
- Eric: establish ticket # for complaint regarding fence disrepair and draft letter to homeowners
- Eric: respond to 167487 (and questions sent by same homeowner via email)
- Erika: upon receipt of updated draft guidelines, add line numbers and post to community comment page
- Erika: coordinate with Eric to obtain key or yard sale sign from shed
- Erika: post and remove physical yard sale signs; post reminders on social media
- Hunter: obtain new estimates for park repaving, mulch, and underground mats
- Jim & Erika: meet to review current bridge condition