- Commencement: Meeting called to order at 7:06 p.m. with board members Anna Urman, Brian Mazuc, Dan King, Dave Balandrin, Eric Kerby, Erika King, and Jim McDonald in attendance. Meeting conducted remotely.
- Previous Meeting Minutes:
- Approved July minutes
- New Business
- Annual Meeting
- Logistics: need to confirm location ASAP—possibly Virginia Hills Center; will submit the reservation request to verify is space available; will plan for hybrid (in person/remote) attendance
- Agenda
- Annual Financial Report and proposed 2023 budget
- Vote for board members
- AC Guidelines revision status
- Private Street signs
- Trash pickup options
- Highlights from 2022
- Expiring terms (Eric, Liz, Erika)
- Erika does not intend to self-nominate for another term
- Draft notification letter and mailings to be sent immediately after September meeting, to include:
- Physical meeting location
- GoToMeeting dial-in information
- Supervisor presentation details
- Voting procedures
- Agenda
- Need to determine supplies to be purchased
- Double-window envelopes already purchased
- Presentation by Supervisor’s office
- Plan to start at 7 in advance of annual meeting beginning at 7:30; no quorum required for Supervisor’s presentation; enables those who want to participate to join without extending annual meeting
- Will collect questions from community in advance to help direct presentation to pressing topics/concerns
- Will request presentation be limited to 10 minutes and focused on advance questions; allow 10 minutes for Q&A on site; and then allow 10 minutes for break and transition to annual meeting
- Fall yard sale preparation: event already posted on website and Facebook; need to coordinate signage and expand notification to try to increase participation; will send out blast email in late August
- Annual Meeting
- Treasurer’s Report
- Preparing the second notice for 2022 unpaid dues for distribution in September; late fees will be assessed if not paid after that
- Discussion re: policy for responding to records inquiries/address updates; currently providing disclosure packages and balances due; no issues to date and will continue as is
- Financial reports will be posted in coming week
- Architectural Control (AC) Committee
- Need to complete adjudication and compile edits of the AC Guidelines revisions; committee requests assistance with compilation
- Ticket #190022: chair has requested vote but still pending
- Ticket #634362: request approved as written except for painted brick which was denied; homeowner has not indicated a desire to appeal
- The Villager
- Late September or first week of October distribution
- Annual meeting announcement
- Picnic summary
- Late September or first week of October distribution
- Other Business
- Confirmed bus stop sign on Vantage has been replaced
- Pending tickets/action items
- 390487: powers of the board are limited; recommend complainant try to resolve directly with neighbor
- 601754: powers of the board are limited; complainant would need to pursue with the county
- 585371: have not yet made contact the homeowner; need to follow-up
- 757686: homeowner contacted 7/12 and agreed to take care of it within the next few days; issue not yet resolved; need to follow-up
- 251337: homeowner contacted 7/12 and agreed to reach out to tenants to address; need to confirm if issue is resolved
- Soil sampling occurring on Vantage
- Picnic planning update
- Still confirming/reserving vendors; having issues locating face painter; have reached out to police/fire department but do not have confirmation at this time
- Anna preparing volunteer roster for duties in advance, during picnic, and clean up
- Grill and signs have been purchased; will place signs at key intersections in community rather than a mail distribution
- Community trash pickup
- Reached out to 5 companies, received 1 response from Patriot Disposal for approximately $120k/year + variable fuel surcharge (currently about 8.75%); billed monthly; need to consider workload related to collecting/processing payments and handling any complaints from homeowners and/or company; this company is likely to have the same staffing issues as other companies—seems to be a widespread issue in this area; need to discuss at annual meeting to determine community interest
- Will also reach out to Fairfax County to see if county pickup is an option
- Upcoming events
- Picnic & Food Donation (September 10th)
- Fall Yard Sale (September 17th)
- Annual Meeting (October 17th)
- Santa Visit (December 17th)
- Adjournment: 8:45 p.m.
- Follow-up Action Items
- Anna: submit reservation request with Virginia Hills Center for annual meeting to determine if meeting room is available
- Anna: print order for annual meeting notifications
- Dan: respond to Facebook threads re: trash pickup issues
- Dan: follow-up with county to determine if trash pickup through them is an option
- Dave and Eric: verify if issue still ongoing and respond to ticket #601754
- Dave and Eric: coordinate on annual meeting planning
- Dave and Eric: reach out to Supervisor’s office
- Eric: reach out to editor regarding next edition of The Villager
- Eric: start annual meeting planning folder on NextCloud and begin staging documentation (letters and website) with placeholders
- Eric: blast email notification of upcoming September events by 8/31
- Eric: respond to tickets #390487 and #585371
- Eric: simplified voting procedure for annual meeting
- Erika: email picnic status summary to Eric by 8/24
- Erika: AC guidelines updates for grammatical changes and addressing duplicate issues; refer policy decisions back to AC committee for recommended disposition
- Erika: coordinate with homeowner regarding yard sale signage
- Erika: create annual meeting in GoToMeeting
- Erika: stuff annual meeting envelopes and mail
- Erika: create form via NextCloud to collect questions for Supervisor’s presentation
- Jim: confirm if issues from ticket 251337 have been addressed