Minutes of HOA Board Meeting on September 12, 2022
- 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, and Jim McDonald in attendance. Meeting conducted remotely.
- Previous Meeting Minutes:
- Approved August minutes
- New Business
- Annual meeting: meeting room confirmed at Virginia Hills Center; need to test connectivity and logistics; working to confirm representation by Supervisor Lusk’s office
- Treasurer’s Report
- Main expenses: picnic costs, attorney fees
- Architectural Control (AC) Committee
- Ticket #190022 – housing extension; will be approved
- Ticket #839973 – 26 solar panels; will collect schematics for record and approve
- Ticket #820946 – ticket reopened at original complainant’s request as neighbor is expanding garden in pipestem
- Pending disclosure package: house has firepit and stone wall/patio (not in violation); wood deck is painted gray (in violation); will note paint violation in package
- Common Grounds/Playground Committees
- Power washing park: suggestion to hire contractor with portable unit or purchase portable unit (est. minimum of 2,000 to 2,500 PSI needed); Dave has gas-powered pressure washer (3,000 PSI) he’s willing to loan; committee needs to try to identify a water source from homeowners bordering the park; open to compensating the homeowner for the cost of water
- Website Administration/Documentation
- Issue with closing tickets in the ticketing system; still able to respond but unable to close; need to research/resolve
- The Villager
- Editor is preparing for late September distribution, will leave space for picnic and annual meeting updates
- Other Business
- Pending tickets/action items
- Ticket #251337: trash has been removed but tree branch is still an issue
- Fall yard sale: event posted on Facebook, NextCloud, and in most recent email notifications; sign posted in neighborhood
- Santa visit: will reach out to last year’s volunteer to determine if they’re available again for this year
- Asphalt replacement: no responses from the previous companies, will have to contact new companies
- Trash pickup: recommend adding to annual meeting agenda
- Successful annual picnic, estimating 150-200 attendees; face painter, horse/pony rides, and bounce house were popular activities
- Pending tickets/action items
- Upcoming events
- Fall Yard Sale (September 17th)
- Annual Meeting (October 17th)
- Santa Visit (December 17th)
- Adjournment: 9:10 p.m.
- Follow-up Action Items
- All: Share picnic photos with editor
- Anna: follow-up on ticket #695602
- Anna: send Eric specs for double-window envelopes
- Anna: purchase stamps for annual meeting notifications
- Anna: print notification letters at Staples after Eric provides final letter
- Brian & Jim: obtain homeowner contact information for ticket #820946; make informal contact with homeowner about use of pipestem property
- Common Grounds/Playground Committee: review existing board task identifying addresses bordering park; contact homeowners about potential water source
- Dan: volunteered to power wash
- Dan: prepare discussion points for trash pickup at annual meeting
- Dave: follow-up on ticket #601754
- Eric: Research ticketing system issues
- Eric: follow-up on ticket #585371
- Eric: update annual meeting notification letter with address window
- Eric: complete mail merge and send final notification letters to Anna for print order
- Erika: Collect yard sale sign and return to shed
- Erika: Update website event, create Facebook event, and post NextDoor event for annual meeting with explicit language re: location change
- Jim: Contact Debbie/Sam to see if he will volunteer as Santa again this year
- Jim: Obtain updates/prepare discussion points for annual meeting on project occurring between Vantage and Huntley Meadows
- Liz: follow-up on tickets #435329/757686 and #251337