Board Meeting Highlights - 2003

Full minutes of board meetings can be received through the property management office. Click here for that contact information. From this section, you can review highlights from board, annual, and special meetings.

Dec 1st, 2003 (Board Meeting)

• Discussion of the results of the special meeting to raise assessments by $20 per quarter. ProCam reported that the quorum requirements had been met, and the increased was approved by the membership. 
• Discussion proceeded regarding conversations with owners who had attended the second session of the special meeting, regarding the fact that the common property trees -- particularly the pines -- are the source of complaints from residents. Upon completion of the reserve study, which will give a better picture of the financial status, the Board will discuss options for a "phased" tree replacement program, to be presented to the membership at the Annual Meeting. 
• Motion approved to accept proposal from Doody Calls to remove waste and replace bags from dog stations every other week. 
• Final 2004 budget review and approved
• Approved resolution 2003-1, regarding procedures and assessment amounts for violations of the architectural guidelines.

Nov 17th, 2003 (Board Meeting)

• The mailbox improvements are pending (weather permitting) but management is holding payment from Valley Crest until the changes are completed. The leaf removal plan was also discussed
• The Board discussed the cost of adding light poles to dark parts of the property, and the consensus was that the cost to the Association would be too great. Instead, the Association will go on the waiting list for lights paid for by Fairfax County.
• The speed hump situation was briefly discussed, in light of a recent vehicle collision caused by a driver speeding down Dominion Drive. ProCam agreed to assemble materials to submit to the new Providence supervisor showing the danger and asking for quick county action.
• The Board then discussed the problem of poor accounting by previous management companies, a topic of discussion at previous meetings and in correspondence between the Board, management, and counsel. The consensus was that any attempt to rebuild the account histories would be very expensive, and the chances of recovering the costs were too slim to justify the risk. The following motion was then passed: Due to the expense of rebuilding account histories for all homeowners, and the evidence from the auditors that no funds are missing, the Board accepts management's recommendation and instructs management to set all homeowner account balances to zero as of April 30, 2003; provided further that management take action on all accounts that became past due after that date
• The Board then discussed changes to the proposed 2004 budget. A number of changes were suggested, with further discussion to occur via e-mail once a new spreadsheet reflecting the changes is produced. Upon consensus, a final budget will be prepared for approval at the next Board meeting.

Oct 20th, 2003 (Board Meeting)

• Discussed mailbox areas and agreed that all areas should be made to look consistent
• Discussed violations and assessment structure; Resolution to be drafted to notify homeowners of assessments and ARC to resume door tag process
• Discussed homeowner's letter regarding red fence and deck- board agrees that property should be restored to a natural wood state by either stripping or repainting to ARC's satisfaction, or replacing entirely
• Need to begin sending delinquent notices to certain homeowners
• Board to review contributions to reserve account upon receipt of reserve study
• VDOT to conduct study on the feasibility of speed bumps or painted lines on Dominion Way
• Valley Crest proposals approved for arbor care along fence lines in rear of Hutchison and MH Court cul-de-sac and area between back fences of Hutchison and DH Court
• Budget to be discussed via email
• Newsletter to be finalized for immediate mailing
• Association special meeting scheduled for 7:30 pm Tuesday, October 28th at Marshall High School
• Front entrance sign on Dominion Way planned for replacement.  The font for the lettering, as well as the type of materials have been designated by the ARC.  4-6 weeks lead time to begin project.
• Request sent to ARC to inspect the rear of homes  during door tagging process (some trash cans and debris are improperly stored)

Sep 15th, 2003 (Board Meeting)

• Front entrance sign on Dominion Way planned for replacement.  The font for the lettering, as well as the type of materials have been designated by the ARC.  4-6 weeks lead time to begin project. 
• Request sent to ARC to inspect the rear of homes  during door tagging process (some trash cans and debris are improperly stored)
• Board treasurer to meet with ProCAM accountant to discuss finances and budget.  Needed budget increase is larger than what is allowed for an annual assessment increase.  Assessments can be increased in line with the consumer price index, as designated in association Declaration and Covenants.  Discussed holding a meeting of association members to pass a larger increase. 
• Necessary tree trimming on the common grounds was discussed and planned to occur within the next month 
• It was agreed that the reserve study needs to be updated.  Reserve study to be completed after the major renovations are done (e.g. retaining walls, sidewalk repairs). 
• Wood railings at the end of Dominion Heights Court to be replaced with iron railings

Aug 11th, 2003 (Board Meeting)

• Discussed violations and agreed to abide by existing by-laws on amount of assessment
• Motion passed to have guideline added to ARC stating that front yard trees are to be trimmed to no lower than 7 feet from ground
• Board discussed and declined to approve the repainting of curbs and parking space numbers; this was done 3 years ago and is not an urgent budget priority at this time
• Board to consider power-seeding in the fall rather than "scratch and seeding. Board asks ARC to check information on website to ensure residents are accessing the correct paint information
• Concerns were raised about how to collect on quarterly assessments that were missed or were late; records from Hadrian are still lacking on this important issue
• Retaining wall- the board would like Amin Fatah to oversee materials used for walls
• Motion passed to use GJB for project oversight of retaining wall repair, and  Advanced Engineers for structural engineering pending approval from ARC
• ProCAM to look for "clip strips" to hang notices on mailboxes rather than use tape
• Board postponed consideration of reserve study until third bid is submitted
• Dominion VA Power will be contacted regarding adding lighting on Dominion Drive
• Motion passed to approve Valley Crest proposal for pruning of 2 pear trees and stump removal, not to exceed $350
• Board discussed waste removal bids- ProCAM to negotiate prices
• ProCAM to solicit vendors to change doggie station bag monthly; if not, a dog owners committee might have to be formed
• ProCAM to research Townhouse Deck and Patio invoice to see if railings on Dominion Heights were included in scope of work.  Will also evaluate difference in cost between wood and metal railings

July 14th, 2003 (Board Meeting)

• Valley Crest personnel were present for the meeting.  Reviewed several proposals for work around the community Will trim individual's trees for $35 hour including hauling out branches.
• Discussed performance during snow storms last winter; said that snow plowing is not their specialty, they did the best with the equipment they had and that they are planning on contracting with fewer communities for plowing next winter
• There are still unaccounted records from the transition from Hadrian; auditor will search for the discrepancy
• Sidewalk concrete repair proposals reviewed.  Motion passed to accept bid from Brothers Paving.  Newsletter will mention to homeowners that private walkways can be fixed at the same time for $6 per square foot.  Special notices to be sent to three homeowners regarding mandatory concrete effecting the sidewalk in front of their houses.
• Mailboxes repairs: proposals for painting and beautification reviewed.  Motion passed to accept the painting bid from Galaxy Painting subject to ARC/board approved color. Motion passed to accept Valley Crest proposal re-do ground around mailboxes with edging, gravel and newly laid pavers, subject to ARC approval.
• ARC: violation letters were sent out 7/8/03; ARC to re-inspect in 30 days
• Motion passed to accept Valley Crest proposal regarding tree trimming throughout the community, pending clarification of one item 
• Whitestone Investments to be contacted regarding trimming of trees on adjacent property that hang over onto fences of Hutchison Grove Court
• Motion passed to accept Restoration Specialists' bid to remove sign at "Windsor Park" entrance, clean and repair, pending clarification on tuck-pointing attachment and approval of new sign design.
• Bids being solicited for reserve study to decide if an update or a new study is needed
• Discussed newsletter and cookout plans 

June 12th, 2003 (Board Meeting)

• Transition of property management documentation is in process. Still awaiting complete financial records. A transition audit will done when the transfer of records is complete.
• Front entrance project: status reviewed, can't proceed until financial status is resolved
• New Development: Possibility of annexing new town homes into our association discussed
• Landscaping: ARC committee members to compile list of trees and shrubs in need of trimming, as well as other landscaping needs.
• Retaining walls: A scope of work to be developed for repairing the damaged retaining walls. Project will be bid out to at least three vendors
• Sidewalk repairs: Proposal for repairing sidewalks that have shifted was discussed. Bids to at least three vendor will be sent out.
• Annual cookout date set for Saturday, September 13th

May 15th, 2003 (Board Meeting)

• ProCAM management introduced to board.  Status of transition of information from Hadrian was done.  Hadrian has given ProCAM a few items and will transition rest on 5/18. Importance to be placed on receipt of ARC violation information, sidewalk study, contract from Brothers Paving, audit and financial records.
• ProCAM will email board sample ARC violation letter.  ProCAM will mail ARC violation letters two weeks from receipt of information from Hadrian Mgmt.
• ProCAM will email a task list following each board meeting and provide updates each meeting
• Residents are encouraged to call or email ProCAM at any time to report issues.
• Priorities for necessary capital improvements was discussed.  Included possibility of commissioning a reserve fund study to determine if size of reserve is enough. 
• Fixing retaining walls are a priority due to safety issues. Motion passed to pay GJB Engineering to analyze state of walls and to estimate appropriate repair/replacement.
• Sidewalk repair: homeowners who want concrete repaired or replaced on their own property can get estimate from Brothers via ProCAM.  Must pay in advance for work.
• Mailbox area enhancement: ProCAM to get estimate on replacing stepping stones with gravel.  ProCAm to provide board insight on success of painting of mailboxes at neighboring property.
• Valley Crest should temporarily fix or rope off unsafe areas until permanent work is done
• ARC to decide placement of doggie stations and neighborhood watch signs
• Need to recruit new board member especially from Dominion Heights Court

Apr. 22nd, 2003 (Board Meeting)

• Election of officers was done with results being Shane Ham as President, J.D. Powell Vice President, Dori Brady as Secretary, Steve Feeley as Treasurer, and Anna Van Lier as Member-at-Large
• Discussed plan of action for property management contract that expires at end of April.  Proposal was received by ProCam for management services.  Options discussed included renewing existing contract, changing to another provider in May, or putting it out to bid while using someone for the short term.  Decision was to negotiate proposed contract with ProCam for an affordable price, and to include necessary services (e.g. admin tasks) for a time period of at least 8 months.
• Board discussed transition issues: ARC inspections, Finances
• ARC Inspections are done.  Hadrian Mgmt has all necessary paperwork to mail notices to homeowners
• Reviewed budget and year to date actuals
• Discussed refurbishing front entrances.  Anna reviewed reworked proposal from Restoration Specialists and will transition project to ProCam for other bids
• Dog Cleanup Stations have been ordered.  Board discussed placement
• Board members to scout neighbors for member-at-large position in May/June 

Apr 15th, 2003 (Annual Meeting)

The association's annual meeting minutes:

2003 Minutes 

Mar. 25th, 2003 (Board Meeting)

• Items needed for the annual meeting were discussed.  This includes the agenda,  information packets for homeowners, verification of quorum requirements.
• The Board discussed the ARC and upcoming walkthrough (inspection) of the community.  Results of inspections are to be mailed to homeowners not in compliance with architecture guidelines by the day of the annual meeting.
• "Doggie Cleanup Stations" were discussed.  These are receptacles for disposing of waste and include with plastic bags and signs encouraging people to clean up after their dog.   The Board voted to purchase two "stations" for the community. 
• The fence and banister work was discussed. It was agreed that John will contact a contractor to schedule the repairs of the split rail fence along Rt. 7, the SWMP, and between Dominion Heights and Hutchison Grove. John will also work with the contractor on the banisters at the end of Dominion Heights. The Board capped the cost but John will attempt to negotiate a more favorable rate.
• Discussion ensured regarding concerns with the landscaping.  The landscaping contractor has been contacted with a few issues. 

Feb. 25th, 2003 (Board Meeting)

• The Architecture Review Committee (ARC) is planning on completing inspections of the exterior of all houses in March.
• The association property manager is to obtain estimates from other snow removal and landscaping companies to compare with existing service provider STM.
• Upcoming work is planned for the community: sidewalk repair throughout community, fence repair on hill below the playground on Hutchison Grove Ct., repair of the railing at the top of Dominion Heights Court.
• Plans for a Neighborhood Beautification in late April are being made.  Homeowners are encouraged to send suggestions to the board via Hadrian Management.

Jan. 14th, 2003 (Board Meeting)

• The Board requested a design proposal from a landscape company for two entrances to the community and a modification to the mailbox areas. Requirements have not been finalized but work is planned to be done during the spring 2003.
• The Board approved a bid from a paving contractor for doing some concrete rehabilitation work. The unsafe and cracked sidewalk areas are to be repaired throughout community in late winter/early spring
• An agreement has been finalized with Whitestone Investments regarding the sale of an easement between our property and wooded area behind Hutchison Grove Ct.