Board Meeting Highlights - 2006
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.
2008 | 2007 | 2006 | 2005 | 2004 | 2003
Dec 6th, 2006 (Board Meeting)
- Board completes all post-special meeting financial paperwork.
- Board discusses disposition of Secretary position.
- Tax filing discussed. Corporate Method chosen. (Standard for MHHA.)
Nov 28th, 2006 (Special Meeting)
- The purpose of the Special meeting was for the Board to present the Reserve Study data and propose a remedy which includes a 24.1% increase from 2006 to 2007 of quarterly assessments.
- Quorum achieved with 51 homeowners
- Board presented the latest replacement reserve study and a plan to increase quarterly assessments to meet the future needs of the community.
- Following a question and answer session, a vote was taken.
- The increase of 24.1% ratified by an overwhelming majority.
- 2007 quarterly rate adjusted to $251 (including inflation)
Nov 7th, 2006 (Board Meeting)
- Board considers final landscape proposals for 2007.
- Management to look into latest status of adjacent property development from lawyer's perspective.
- Management and Board prepares for special meeting and reviews presentation materials.
- Larger dog waste station bin approved for Dominion Way.
Oct 10th, 2006 (Board Meeting)
- Landscape proposals discussed.
- Sidewalk safety discussed. Board expresses concern over the safety of some areas. Management will research County regulations regarding sidewalk safety.
- Repair work on sidewalks will be scheduled in Spring 2007.
- Management will look into HOA-specific managed hosting options as an alternative to reliance on homeowner volunteers.
- Dog stations discussed. Board has noticed overflow of station on Dominion Way, which is being used by both MH homeowners and neighboring communities. Management will look into pricing options for adding a station and increasing the size of an existing station.
- Special meeting discussed. Management will email draft budget and contact High School for availability in late November.
- ARC/Landscaping: Board discussed tree removal work and general clearing behind Dominion Way. Management will obtain quotes for clearing 4-5 feet from property line.
Sep 6th, 2006 (Board Meeting)
- Minutes and general format discussed. Web summaries discussed and Board agrees not to include only first names in Web summaries when applicable.
- Landscaping: Community landscape plan distributed by President. Landscaping zones indicated and Board will consider priorty of areas.
- Management tasked with pursing side-by-side contract with Dominion to potentially save money on landscaping contract for 2007.
- Resident requests trimming of from lawn areas, which were missig from 2006 contract.
- IT options discussed, including potential database options for storing information more reliably.
- John to contact Lincoln Properties regarding status of new construction.
- Parking issues: discussed issues on certain streets regarding availability of parking. Some streets have major concerns, others have fewer concerns. No clear solutions provided to address issue.
- Resident suggests community phone list. Board has privacy concerns with distributing list.
- Resident concerned regarding increase in paper solicitations throughout the community. Board responds that policing paper solicitations requires community due to resources limitations. Board and residents discuss one resident's suggestion to offer advertising options on Web site to possibly reduce paper solicitations and provide a revenue source.
- Treasurer's report: Treasurer presents detailed review of Reserve Study, which confirms major concern that reserve is inadequate to address necessary investments over next 10 years.
- Treasurer advises against special assessments due to effect on property value and difficulty obtaining approval when needed.
- Board considers Reserve Study recommendations to increase quarterly dues to match reserve needs.
- Special meeting will be necessary to discuss with community and obtain approval.
July 10th, 2006 (Board Meeting)
- Guest Speaker, president of Pimmit Hills Citizens Association discussed with board potential plans for redevelopment of business park opposite High School. Further discussion regarding alliance of area associations to curb development.
- HGC tree replacement discussed. Agreement made to fund Acusa replacement tree if one or more residents agree to water. JD to identify residents.
- ARC identified need for five active participants. 5 members established with Amin acting as Board Liason.
- Report regarding new State and County regulations states that associations are now prohibited from enacting any provision that would restrict solar power or the use of solar energy collection devices on units or lots.
- Julie requested action plan to handle brush behind Dominion Way. Board discussed potential to have a 3-4 foot wide walkway cut for residents and contractors.
- Adjacent development: developer continues to process permits. Possible delays due to change in number of homes proposed.
- Dominion Power applied for VA permits for street lights on Dominion Way.
- Reserve Study: Board received copies of Reserve Study for review by next meeting.
- Treasurer's Report: Treasurer advised that MHHA is currently running at a deficit.
- ARC Committee: Tim advised that all inspections have been completed.
- ARC concerned for condition of chimney caps which are originals for most homes in community. Many caps are rusted and/or damaged.
- ARC expressed concerns regarding number of bright brass door hardware which are not original to the community. Board expressed mixed feelings regarding enforcing the replacement of bright brass since 35% of the units have bright brass door hardware. Discussion will continue at next board meeting.
- Resident Forum: Two residents raised concerns about parking on DHC. Current lack of parking attributed to:
- Rental units with three or more tenants that take three or more spaces
- Garage units that do not use the garage for parking and, at time, do not use the driveway for parking.
- Board to continue to collect concerns regarding parking as well as potential solutions.
May 15th, 2006 (Board Meeting)
- Discussed the possibility of storing/hosting documents
in a central location for reference
- Management Report - In the future, ProCAM will email
monthly report to minimize printing costs.
- Deck Door Colors must match the house color or be
painted the approved neutral color (i.e., bleached oak,
oriental ivory).
- Parking issues and common complaints discussed: lack of
spaces for homeowners , Marshall High School students
parking in resident spaces, potential that some garage
units are using their garage for storage thus using the
driveway and parking spaces
- Discussed that it would be helpful to have a Master
Request List from ARC documenting items that includes
changes, additions, and subtractions. By taking individual
requests and putting in a single document, we can
consolidate communication and maximize efficiency of
request completion.
- Ratified proposals for mulching in front yards.
- Discussed landscaping issues - reviewed pictures and
board findings specifically state of Dominion Drive and
Marshall Heights entrance area.
- It was expressed that board wants
feedback/suggestions from the residents regarding
thinning and replacement of current pine trees. It was
also suggested that fences be targeted.
- Identify zones and priority areas for
enhancement. Board wants input from homeowners
- it was suggested that all residents and
homeowners be invited to future board meetings.
Discussed two-phase approach. Phase 1 being a
health check performed by an unbiased tree
doctor/arborist. The resulting outcome of data could
then would lead to Phase 2 which would entail a RFP.
- It was proposed that we hire a landscape architect
for a professional opinion, as well as for validation
and future direction
- Discussed Virginia Power and adding lighting to Dominion
Way near the mailbox station. No trees will need to be
removed, only trimmed back to accommodate the tall
post. The association would pay for the lights
but not be responsible for recurring charges for
electricity/power. It was approved by majority to move
forward.
- Inspections: use last year's data from inspections
as a base. If there is a violation, then there is an
assessment. Board will be focusing on the
bigger violations for upcoming inspections.
Apr 17th, 2006 (Board Meeting)
- Mission statement for board proposed that suggested a
balance between neighborhood enjoyment and quality for the
homeowner, as well as protection of investment
- Discussed possibility of setting up an email alias for
residents to email the Board with feedback. Also discussed
possibility of updating the website to allow residents to
sign up over the web for email updates.
- Discussed community concerns: Trash (general and
resident driven), Landscaping RFP (landscaping
facelift, not weekly maintenance). Board to make a
neighborhood zone plan and based on priority zones that
need landscaping attention
- Discussed ARC Compliance:
- enforcement of compliance in the past and
inconsistencies
- current tracking of complaints and if this could be
done successfully and accurately
- need for changing attitude/behaviors in the
neighborhood
- come up with a "Community Excellence"
program
- suggested that consistency is key and that
procedures should be written very specifically.
- re-incorporation of an inspection sheet
- get a bid from ProCam for three (3)
inspections
- suggestion to evaluate Community Associations
Institute (CAI) - look at what other community
associations are doing
- Discussed Dominion Drive entrance
- Add Fences and parking to list of concerns
- Discussed potential joint board meeting with Dominion
- Discussed recent tree removal and loophole in agreement
- Discussed Inspections: results of previous inspections,
what things should be assessed for the next inspection,
who was not compliant?
April 3rd, 2006 (Annual Meeting)
Mar 13th, 2006 (Board Meeting)
- Hearing related to color schemes. Claims color scheme has
been consistent since purchase in 1993. Garage door and
front door are dark blue; shutters are powder blue
(Remembrance). Board presents position that doors should
match shutters.
- ProCAM confirms CD from Access National for 37 months at
5%
- $100 is current minimum liability prior to assessing a
late fee or sending notice
- Motion approved to maintain minimum liability at
$100.00 and send courtesy letters twice per year for any
value under $100.00
- Regarding enforcement of pet policy, County inspector
must witness the incident prior to issuing a summons;
otherwise, they can merely talk to the individual
- Concern regarding lack of standards on Architecture
guidelines, such as for light fixtures. ARC inspections
must be based on established standards. Current ProCAM
proposal being reviewed: includes 1st, 2nd, 3rd inspection;
does not include copies/paperwork; labor only. Board
decides to float issue to community at annual
meeting. Concern expressed regarding current lack of
assessments. Board requests ProCAM to provide
reference; request one year contract; renewable in
one-year increments
- ARC needs to develop standards (e.g. house plaques).
Need to clarify the standards. Evaluating
adding add information regarding planters, fences
and light fixtures.
- Wood chips to be added to tot lot.
- Additional flowers to be planted around neighborhood.
- Approved proposal from Professional Grounds to perform
tree removals and storm damage cleanup
- Approved proposal from Reliable Railing to install
new retaining wall for 7710 Marshall Heights Court
- Ratified Champion contract for trash/recycle
- Approved proposal from Breakstone Group, Inc. to update
reserve study
- Approved proposal from Professional Grounds to perform
street cleaning (i.e. remove sand)
- Met with Dominion Power regarding new lights on Dominion
Way. Dominion Power to provide updated quote.
- ProCAM to perform walkthrough of grounds with
Professional Grounds (landscaping contractor).
- Doggie signs purchased and installed within community
- A fence is broken near the tot lot. Question posed as to
whether this is a country responsibility.
- Discussion of watershed. Will those responsible for
Pimmet Run watershed be responsible for cleaning out trash
in pond area?
- Discussed accomplishments for last year: new service
contracts, fixed retaining walls, erosion
control, inspections, reserve study
- Discussed ARC inspections and need for sample inspection
sheets.
- Discussed latest on adjacent development (due to start
in 3 months)
- Community Goals: street lighting; possibly updating
landscaping improvements. pet policy
Jan 23rd, 2006 (Board Meeting)
- Architecture Review Committee. No ARC representative present.
The board will need to have a hearing for one resident. Another inspection needs to occur to assess violations.
ProCAM is working on a proposal to have ProCAM do all of the ARC inspections.
- CD is coming to term in March. ProCAM will email the board some rates
- Management contacted Dominion Power to discuss placement of new lights for the property. Luke and John will meet with
Dominion to discuss.
- Annual Meeting scheduled for Monday April 3, 2005 7:00 pm
- Motion passed to accept landscape maintenance contract from Professional
Grounds.
- Railings are needed for new retaining wall on Marshall Height Ct.
ProCAM will get drawing from Landscape Construction and attempt to negotiate lower price with Ivey.
- Trash / Recycle: will get proposals from Champion Services, Potomac Disposal and American Disposal.
- Pet Policy: Discussed draft. All other associations
ProCAM has experience with have a pet policy. We do not have a process for handling grievances. The board will review and edit the draft with their
suggestions. Also discussed putting in additional pet waste stations.
- The board is pursuing an agreement with Tyson’s Glen Apartments to allow a limited number of
households to use their pool facilities. Tyson’s Glen Apartments are open to the idea. The expectation is 20 families will be the limit, on a first come first served basis.
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