Minutes of HOA Board Meeting on November 14, 2022

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Minutes of HOA Board Meeting on November 14, 2022

  1. Commencement: Meeting called to order at 7:04 p.m. with board members Brian Mazuc, Dan King, Hunter Lang, Dave Balandrin, Eric Kerby, Kerri Shilts, and Jim McDonald in attendance.  Meeting conducted remotely.
  • Previous Meeting Minutes:
    • Approved September minutes
    • Edits were suggested to the annual meeting minutes. Need to produce a new draft for board review and approval by email.
  • Business conducted between meetings
    • Continued architectural guidelines revision drafting aimed at addressing community comments and other comments from the Board.
    • Board voted in favor of obtaining a legal review of a draft of AC Guidelines from MercerTrigiani.
      • Board re-confirmed this vote during this meeting to continue review.
    • Guidelines draft was sent to MercerTrigiani – now awaiting completion of review and subsequent report.
    • Board voted against having legal counsel respond to a letter sent to MercerTrigiani.
    • Board voted in favor of requesting written counsel on authority/process to adopt a revision to Architectural Guidelines
  • New Business
    • Conducted Officer elections:
      • Dan King self-nominated and confirmed as Secretary
      • Dave Balandrin reconfirmed continuing as Vice President
      • Anna Urman reconfirmed continuing as Treasurer
      • No nominees for President – now vacant
    • The Board confirmed continuing the same meeting schedule (2nd Monday of each month at 7pm)
    • Jim confirmed our Santa volunteer and will reach out to coordinate remaining details.
    • Financial Audit: Dave volunteered to type up a message soliciting volunteers for an audit committee from the community.
    • Reserve Study: no updates
  • Treasurer’s Report
    • Payment was provided to the contractor who installed the neighborhood signs
    • Board reviewed reports sent prior to the meeting
    • Deferred Board vote on the annual budget until the next meeting
  • Architectural Control (AC) Committee
    • Ticket #434864: a major addition/renovation being planned. Initially rejected by the committee. Homeowner is discussing with the committee prior to submitting revisions.
    • The AC chair requested removal of Jim McDonald from the AC. Concurrently Kerri Shilts volunteered to be on the committee. The Board considered and unanimously accepted a motion to confirm the AC members to be Brian Mazuc (chair), Kerri Shilts, Madeline Lussier, David Gibson, and Marci Bonner.
    • Eric asked the AC to provide the latest copy of their SOP for Board review and to consider posting to the website or otherwise making it available.
    • Noted two letters received at the annual meeting providing additional perspectives on AC Guidelines and compliance in the community.
  • Common Grounds/Playground Committees
    • Tracking the broken swing in the park. Dave is going to provide the tool to Hunter for the repair/replacement.
    • Two proposals for park path asphalt work were presented – from Espina Paving and Finley Asphalt and Concrete. Scope/estimates vary between just the park loop and the full path over the bridge and connection near Whetstone. Eric plans to obtain them from Hunter to scan and send out for board review and possible approval.
    • Eric sent along a volunteer’s email address for a water connection near the park.
  • Website Administration/Documentation
    • vantagehoa.com renewed. Both domains are current through December 2023.
  • The Villager
    • Reaching out to the Editor to target a December edition
  1. Other Business
    1. Ticket #661126: Complaint received for a pile of trash including a mattress present for multiple weeks on the side of a property. The Board voted to accept this complaint as a violation of Community rule #4 (Rubbish or debris shall not accumulate on any outside property). Kerri plans to confirm the trash is still present before Board reaches out to the homeowner.
    1. 4500 Flintstone – informal complaint received by Jim. Jim contacted Fairfax County district supervisor’s office. Discussed matter with VDOT. Work crew has 10 days to deal with. Curb had been fully cleared. Need to confirm if this would close complaint Ticket #585371.
  1. Upcoming events
    1. Santa Visit (December 17th)
  1. Adjournment:  8:35 p.m.
  1. Follow-up Action Items
    1. Anna: Present annual budget for vote
    1. Dave: Add to volunteer site: Audit committee chair, call for accountant
    1. Eric: update website with new officer and committee changes
    1. Kerri: confirm Ticket #661126 violation still present
    1. Eric: reach out to Angela for Villager December edition
    1. Dave/Hunter: repair swing
    1. Jim: confirm details of Santa visit

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