Board Meeting Highlights - 2008

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.

2011 | 2010 | 2009 | 2008 | 2007 | 2006 | 2005 | 2004 | 2003

November 12, 2008 (Board Meeting)

• Call to order: 7:07 PM
• ARC Discussion on general process, assessment process, future paint improvement
• First of two leaf blowing to occur as early at 11/13
• Rat problem discussed: MHC to be treated based on reported sightings
• 2009 Budget reviewed and approved
• Landscape and tree maintenance proposals/landscape enhancement plan: on hold for now; consideration at winter meeting
• Management Report
  • Net positive for year (small surplus)
  • Ratified planting of pansies at key locations
  • Discussion of contract expiration dates
  • Letter to be drafted regarding general update on community
  • Community manager to have attorney review resale certificate for the disclosure packet to ensure it is in compliance
• Board and ARC to share paint ideas
• Tot lot dog station: suggested locations to be identified
• Lease addendum dropped due to lack of enforcement potential

September 10, 2008 (Board Meeting)

(Minutes summary pending)

July 8, 2008 (Board Meeting)

• Call to order: 7:05 PM
• Mail box painting: Manager obtaining new quotes
• Route 7 Fence: Manager working with contractor to obtain cost proposal and pricing
• Ratified landscape proposal previously agreed via email.
• ARC: Resolution No 08-01, Architecture Guidelines approved by unanimous vote.
• ARC inspections complete; letters to be mailed out
• Manager to request proposal to update 2006 reserve study
• Discussed the 2008 legislation affecting Virginia homeowners associations. The legislation created the Office of Common Interest Community Ombudsman. We will need to formalize a dispute resolution process and due process procedures. Manager will provide the Board templates for the due process procedures.
• Manager presented draft lease addendum to board. Board to provide feedback to manager by next meeting.
• Adjournment: 8:33 PM

May 14, 2008 (Board Meeting)

• Call to order: 7:04 PM
• Mail boxes: package doors were not repainted; management to contact contractor
• Landscaping Plans: identify key areas; vary based on sunlight, size, and other factors. Discussion of Dominion Way and potential to landscape behind houses with no trees.
• ARC: Inspections complete except for DHC. Discussion of trends and process regarding old and new violations.
• Board concurred with all aspects of documents forwarded by ARC
• Board asked ARC to consider language about minimum standards for back yards.
• Manager asked to contact company regarding drainage behind 7751-7742 MHC.
• Manager to contact a homeowner regarding dying tree.
• Board approved removal of dead tree at 7711 MHC
• Board approved replacement of small retaining wall in back of 7720 MHC
• Board approved proposal to plant annuals, green leaf begonias.
• Board to review removal of dead tree at 2104 DHC.
• Board discussed results of audit; agreed to be good.
• Discussion regarding getting community requirements in hands of renters.
• Fence along Route 7: discussed whether replacement of fence that continues to require fixing. Manager to make recommendations.
• Retaining wall hit by car: Manager to get two bids to have damaged post replaced
• Clean up day discussed.
• Adjournment: 8:50 PM

April 7, 2008 (Annual Meeting)

• Call to order: 7:17 PM
• Validation of Quorum (quorum obtained)
• Association Update
  Welcome, introduction
  • Purpose of meeting – annual meeting to hear about the status of the community
  • Purpose of the board – to manage the affairs of the association, work with the management company; make financial decisions.
  • Julie will facilitate and help keep us on course
• Review of year
• No above-average financial increase approved
• Board approved paving
• Hope to shift focus to overall image of community
• Paving scope/phasing explanation (including concrete)
• Security meeting update (summary of three companies who presented; owners should contact Community Manager if they want contact information)
• Summary of plans for concrete work – explanation of colored dots
• Financial Report
  • Status of reserves
• Effect after major asphalt project (reserves lower than desired, but deemed satisfactory)
• Significant emergencies unlikely, but reserves are satisfactory
• Concerns about large retaining wall Dominion Way
• Brief discussion on importance of removing dead trees
• ARC Report
  • Trying to handle outstanding requests
• Extension requests from last inspection
• Turning around new requests quickly
• Next inspection will be handled by ARC and volunteers – hope to have them completed by end of April
• Working on updating language in guidelines
• Deck language has been changed – natural wood stains allowed on decks (no paint – opaque or clear stains)
• Please do not store trash at front of homes; do not put trash out prior to night before pickup
• Elections: Slate elected
• Open Forum
  • There was general discussion on ARC procedures and future plans, the upcoming asphalt project, and the colors of fences.
• Adjournment: 8:17 PM

February 19, 2008 (Board Meeting)

• Call to order: 7:05 PM
• Several appeals considered regarding ARC violations
• Discussion regarding preparation for annual meeting
• Financial Discussion: Motion passed to redeem to CDs from Cardinal Bank to have funds available for paving; move funds to money market accounts.
• Adjournment: 8:30 PM

January 17, 2008 (Special Meeting of the Community - ARC)

• Call to order: 7:05 PM
• Welcome address: established need to increase communication, define roles, locate/clarify documents; need for inspection volunteers
• Introduction of the ARC
  • Role discussed
  • Improve structure of ARC Board
  • Community is aging
  • Establishing a process for compliance
• Explanation of the inspection process
  • First inspection; second + 60 days; third + 30 days
  • Each cycle shortened
  • Document units with approved changes
  • Some items approved until unit sells
  • Discussed database
• Open Forum
• Call for volunteers
• Adjournment: 8:28 PM

January 8 , 2008 (Joint Board and ARC Meeting)

• Call to order : 7:00 PM
• Meeting discussed the following:
  • Roles and responsibilities of the Board and ARC
  • Specific architectural issues and current interpretations
  • The inspection process
  • Preparation for special community meeting on architecture
• Joanne (at-large member of board) resigned from Board to chair ARC. First official chair of ARC in several years.
• Reconfirmation of roles and responsibilities as described in association documents. Confirmed that no architectural rules had been created by the board, but only by previous ARC action.
• Discussion on issues of door hardware, deck colors, and similar issues. Further discussion and resolution saved for future ARC meetings.
• Board presented ARC with specifics of inspection process and what is not working. ARC agreed to manage the inspection process in the future.
• Future special meeting objectives determined:
  • Address the $5,000 in budget for inspection outsourcing, stressing it may not be used if enough volunteers participate;
  • Explanation of Board/ARC roles and responsibilities;
  • Ample opportunity to listen to owners and collect questions and feedback that can be discussed and processed at a later date.
• Adjournment: ~8:30 PM