Board Meeting Highlights - 2007

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

December 4, 2008 (Board Meeting)

• Call to order: 7:08 PM
• Draft policy on back yards - The Board agreed to the draft language for back yard policy.  This document will be shared with the Architectural Review Committee
• The board agreed to do the landscaping to address the drainage problems in the common area behind 7750 – 774 MHC. Motion passed to sign contract with Valleycrest
• Tree behind 2130 DHC is damaging an old/dilapidated fence; next steps and owner action discussed
• Tree behind 2129 HGC needs to be removed; next steps and owner action discussed
• Review of contract proposals: All rejected or deferred.
• Asphalt Discussion
  • Get estimates on full job and partial job.
  • Will solicit 5 bids with a goal of receiving at least 3 back.
• Pre-Planning for Annual Meeting (April)
  • Increase communication in advance
  • Request questions/concerns in advance of meeting
  • Share questions/concerns in advance of meeting
  • Encourage “getting the facts.”
• ARC Discussion
  • Door hardware: Notify owners that bright brass door hardware that is in the correct style will be allowed until each house is sold; bright brass will continue to be noted as a violation. Door hardware that is not the correct style remains subject to fines and must be fixed immediately. Handle notifying affected homeowners via the inspection ongoing process.
• Special Architectural Meeting
  • Purpose: Add to volunteer list; schedule spring inspections; discuss issue of outsourcing inspections – based on number of volunteers present (with ARC/ and Board assistance). Tentative date: Tuesday January 29, 2008. Joint Board/ARC meeting to solicit volunteers and obtain community input.
• Discussed various actions for the ARC
• Discussion regarding actions needed for ARC
• Discussion concerning Renters
• Discussion on Increasing Cost of Contracts

November 14 , 2007 (Special Meeting)

• The purpose of this special meeting was for the Board to present the condition of the MHHA replacement reserve and request a special increase in quarterly contributions of 16% (instead of the 30% originally anticipated).
• Board presented solution to move asphalt repaving plan up to 2008 and forgo the scheduled asphalt sealing.
• Vote to increase dues 16% above CPI resulted in a 28-29 result (failed).

November 6 , 2007 (Special Board Meeting)

• Special meeting focused on 2008 budget review.

October 9 , 2007 (Special Board Meeting)

• Summary of 2006 Reserve Study provided for review.
• Explanation of asphalt plans provided for new board membership.
• Draft budget reviewed.

September 18 , 2007 (Board Meeting)

• Agreement to draft backyard policy for ARC review. Policy will include language involving visible storage, shed height, fence color, staining and similar items.
• Board will approve extensions for deck staining/colors to 4/30/2008. Notices will accrue; no fine until 4/30/2008.
• Board took action to add pictures of style/finish of door hardware.
• Add trex as allowable deck construction as long as it is saddle brown in color.
• Board will extend due date for light/sconces to 4/30/2008. Approved styles will be included in notices as applicable.
• Asphalt discussion: phasing plan to be sent to board for review. Target completion of April 2008.
• Board will have a special October planning meeting for budget planning.
• Discussion regarding community cleanup day.
• Motions passed to approve both snow removal contract and landscaping contract.

July 17, 2007 (Board Meeting)

• President motioned to ratify the asphalt restoration project with Facility Engineering Associates. Total approx cost of $10,000. Motion passed.
• Revisited proposal to outsource inspections.
  • Discussed financial implications and need to budget in 2008
  • VP moved to have Board conduct inspections this year. Board agreed to conduct inspections with two 2-person teams. (Procedural vote, no motion passed)
• New signage discussed for points of entry into community near Dominion community to improve recognition of Marshall Heights community. One sign to be placed by "white rock" and another in front of 2101 DHC. Secretary motioned to approve purchase of new signage. Motion passed. New signs will have black posts, white background and silver letters.
• President presented clarification on parking language in rules and regulations to add "unreserved space" with regard to cars that are stationary for at least 14 days.
• Further parking discussion delayed to next meeting.
• Review of auditor's report
• Draft 2006 audit approved.

May 15th, 2007 (Board Meeting)

• Motion passed to plant green leaf begonias
• Resale inspection discussion. Board agreed to the following:
  • Two ARC members would be designated for performing home inspections.
  • Property management will step in if ARC does not reply within two days or if inspections are not completed within one week.
  • Expedited requests must be completed within 5 days.
• Board revisited outsourcing of inspections. Management refreshing costs.
• Board requesting a volunteer opportunity section for Web site.
• Sand removal ratified (originally agreed via email and completed)
• Paint mailboxes ratified (originally agreed via email and completed)
• Asphalt discussion: Amin proposes to skip sealing and move to paving now, consistent with 1999 reserve study in order to save money while gas prices are lower. Motion to contact Facility Engineering Associates (FEA) and have them begin looking at asphalt and paving needs based on 2006 and 1999 reserve studies.
• There will be a special joint board meeting in June between MHHA and Dominion boards. This is a board-member only meeting.

Mar 6th, 2007 (Board Meeting)

• Discussed snow boarding issues. Students removed bleachers from high school and used them for snow boarding on small retention pond.
• Management to check with attorney regarding signage we should have in community in general to limit liability.
• Bond application reviewed and signed: approx value of reserves plus 3 months of dues. Rider updated and approved at $20,000.
• Defaced signs discussed. Action to be taken to straighten and replace signs as necessary.
• Pavement resealing is scheduled for 2007. Quotes will be obtained in April. Board is continuing to research options including injection processes which may extend the life of the pavement beyond the typical sealing option.
• Additional items to consider during 2007: cookout, neighborhood watch, increased community participation.
• Discussed Dominion/Marshall Heights common property line erosion issues;
  • DHOA has suggested use of their landscape designer to improve our master landscaping plan.
  • Primary area to be considered: Dominion Drive.
  • Property manager will send notices to homeowners along Dominion Drive to invite them to May meeting for further discussion.
• Mailboxes: board agreed to move forward with painting. Quotes pending.
• Website highlights to be broken up by year.
• Amery Pore appointed to position on board. He will take open Treasurer slot at this time.
• Board motions to split CD investment to maximize return and stay below limits.
• Inspection data discussed. Board to approach ARC.

Feb 8th, 2007 (Board Meeting)

• Snow removal. Recent ice caused a situation where accumulation was not sufficient for snow removal to engage without direct contact from board or management office. (Accumulation was less than 2".) Board agrees that at least two members will confer if accumulation is less than 2" and contact the snow removal company via management.
• Board member slots: continuing to search for board members to fill two vacated spots; special interest in one new member with a financial background.
• Board motions to migrate percentage of total money market funding to CDs.
• Board approves ARC's proposed guideline changes with some minor exceptions.

Jan 10th, 2007 (Board Meeting)

• Board approves new towing policy which includes provision to immediate tow cars with expired or missing tags and provision to tow cars left idle for more than 14 days. Violations of policy will be addressed on case-by-case basis.
• Discussion concerning car washing in winter which has left some areas icy. Management will notify homeowners on case-by-case basis.
• Management provides board with information regarding asphalt injection, an alternative to resealing. Board will consider information.
• Retaining walls discussed. No action at this time.
• ARC proposed guidelines to go through final review and approval by February meeting.
• Final inspection pending receipt of documentation from ARC.
• Erosion issue between DHC and HGC discussed. Debris was cleared. Management will re-inspect.
• ARC approval and waiver requests considered.
• Adjacent property development discussed. No new information available.
• Information shared from Pimmit Hills HOA. Planned development of office area across from High School no longer moving forward.
• Valley Crest proposal officially ratified. Service will cover 2007.