Board Meeting Highlights - 2010

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 10, 2010 (Board Meeting)

Call to Order 7:08

Approval of Minutes (Motion to approve, seconded)

Items for Discussion

• New paint scheme – discussion that backs of houses do not look as good as hoped; decided not to address because options are limited.
• Discussion on approval process – especially for homes sharing a plane. Julie will draft policy and documents.
• Waiver Request #1 – Motion to approve storm door with decorative design but still full view;  seconded.
• 2011 Budget
  • Management Fee Increase
  • Discussion of CPI
  • Discussion on individual line items
  • Retaining wall – unlikely to hit in 2010; permit holdups
  • Motion to approve; seconded

Carr homes – proposing to move forward on annexation; requires special meeting of HOA for approval; discussion on whether to charge newer (larger) homes more for quarterly fees. Special meeting: Target 1/12/2011.

• Traffic Calming – confusion at County; Management is dealing with County.
• 2112 Kings Garden Way/Tree Removal: Discussion on risk posed by trees on property line; owner is offering to split cost. Trees on line. Decision to have owner obtain professional tree opinion as to risk/safety.
• ARC Appointment of Sonny B. to ARC (still on Board as well); Motion to approve, seconded.
• Proposals:
  • ValleyCrest/ratification – motion to ratify, seconded
  • Freedom for tree pruning on GCM, DW, and DD. Motion to approve, seconded.
  • ValleyCrest proposal (contract sensitive) – hold for future discussion.
  • Emerald Snow Removal: will verify vendor still available.
  • Blue Sky – motion to approve; seconded
  • Audit & tax preparation – motion to approve, seconded
  • Towing proposals – no action, Management will obtain references for them (East Coast Towing)
• Full Asset Search – Motion to approve; seconded.

Next Meeting: 1/19/2011 (week after special meeting) ** If meeting is not held after special meeting on 1/12/10.

Meeting Adjourned (9:15)

October 6, 2010 (Special Meeting)

Meeting called to order (7:15)

Quorum count (yes)

This meeting was called at the ARC’s request to discuss the recent decisions made by the Board of Directors regarding revised paint colors and schemes for the community.

There was extensive discussion on the points raised by the ARC, questioning certain parts of the recent design study. These points included color choices for dormers, back doors, shingles, siding, and garage doors. The core color palette was not a subject.

After discussion and review by the Board, a proposal was made to modify the recent decisions by:

• Changing the color of dormers (if any) to Dover White.
• Changing the color of back doors to either Dover White or the stock white of the door as it is (owner choice).
• Leaving the rule on shingles as it has always been in the community – owners must match the colors they currently have.
• Changing the new siding requirement so that there is only one choice for the community, and asking the ARC to revisit and reconfirm the final color.
• Changing the color scheme for garage doors to maintain the split scheme in the community. This means that garage doors on DHC and HGC will continue to be considered trim (and therefore be Dover White). Garage doors on DW and MHC will continue to match shutters and front doors.

In addition, the proposal clarified that vents are not trim and should be painted the color of the shutters.
 
The proposal was seconded and passed.

Meeting adjourned at 9:20

September 15, 2010 (Board Meeting)

Call to Order (7:05)

Quorum Count (Yes)

Minutes of 7/14/10 – Motion to approve; passed

East Coast Towing – Management will contact to see if offers are valid.

2011 Budget – Discussion on having no increase in dues; little increase in CPI; may receive funds from Carr Homes if new homes are built next to property. No change from 2010. Approval tabled until further review. 

Audit Approval – Motion to approve; passed

Waiver Request: Door knocker waiver requested; granted by Board.

Valley Crest Proposals

• Proposal #50795 for $xxx to remove 2 trees by 2101 DHC and put in 2 new trees; ratified
• Proposal #53469 for $xxx per hour to tree watering; ratified
• Delay discussion on proposal for owner-botched tree work at 7753 so other Board members can judge need.
• Proposal #54076 for $xxx to plant winter flowers; motion to approve; passed
• Proposal #54066 for $xxx to remove tree clippings; motion to approve; passed
• Proposal #54064 – Management will obtain additional details from ValleyCrest
• Proposal #53543 – Rejected; concerns about vendor's qualifications (engineering probably required)

Discussion on landscaping options – across the street from main dog station, near corner of DW and DD. Amin will draft a plan.

Carr Homes - Discussion on Consent of Assignment contract; motion to approve; passed

Paint/Designer Recommendations

• Discussion on designer proposal
• Motion to approve exterior palettes proposed by designers, including trim recommendations; passed.
• Motion to approve rule that storm doors match main door or be black; encouragement to match door; passed.
• Board will ask the ARC to propose new style for number plaques.
• Board desires to add platinum gray as a siding option. Motion to approve platinum gray and adobe cream as the two siding options. Passed.
• Motion to approve adjacency exception where houses are joined (houses sharing a plane) – these must be the same color. Passed.
• Julie will draft paint policy and email three potential contractors for group paint work (with assistance from Amery and Kasanda).

Cleanup Day: 10/16 and 10/17 (rain date 10/23 and 10/24)

Next Meeting: November 10, 2010, 7738 MHC

Adjourned 9:12

July 14, 2010 (Board Meeting)

Call to Order (7:10)
Quorum Count (3 Board Members in attendance)
Motion to approval May 12, 2010 Minutes - seconded and passed

Action Plan Review – the only open item is the retaining wall replacement.   Management received three bids – two were acceptable and one bid thrown out because it was approximately three times higher than the other two – she will go out for more bids

ARC 2010 Inspections

• ARC is providing feedback to residents regarding their complaints and concerns
• Discussion on whether or not to violate trees touching a unit – should not be a violation but the homeowner should be advised the tree branches could damage their home
• Discussion on paint – Management will provide the names of a couple of designers to work with the Board on paint and siding issues

Traffic Calming Initiative – Board agreed to go with the speed table

Tree Removal - Motion to ratify Board electronic decision for the following tree work; seconded; passed

• Davey Tree Expert  removed a tree behind 7731 MHC
• ValleyCrest removed two stumps behind 7740 MHC
• ValleyCrest removed shrub behind 7798 MHC
• ValleyCrest removed down tree at the entrance if DHC
• Blue Sky installed dogwood by 2153 DW

Next Meeting – September 15, 2010 at 7738 MHC

Meeting adjourned at 8:26

May 12, 2010 (Board Meeting)

Call to Order (7:05)

Quorum Count (Yes – 4 Board Members in attendance; visitor from DOT)

Traffic Calming

• DOT Update
  • Short length of DW limits number of options
  • Proposed two solutions for the community to consider: a speed device and striping along parking lanes to “mentally” slow drivers down.
  • location of device would be approximately mid-way on DW
  • Crosswalk is already underway – County –originated
  • Timeframe for completion of any project community approves: end of 2010
• Next steps for Board:
  • Letter & email concerning options (Julie will draft); solicit feedback
  • Community meeting (June 16; 7:00; Management will determine location)
  • Scheduling State survey

Dominion HOA Resident Issue

• Has gardened on common area for almost 20 years. Marshall Heights HOA informed him that he needed to stop. Dominion homeowner asserted that he has no interest in ownership of the property and would like to continue maintenance of the area – raking, trimming, monitoring the landscaping company.
• In addition, he provided an update on the proposal Dominion is considering for erosion that is occurring between the two communities. (Erosion is on Dominion property.)

ARC Report

• Landscaping issues identified – will notify Management of list.
• Discussion on when to violate paint this year (in light of the new colors)

Next Meeting: July 14, 2010; 7:00, 7738 MHC

Meeting adjourned 9:30

April 7, 2010 (Annual Meeting)

2010 Annual Meeting minutes (pdf)

March 10, 2010 (Board Meeting)

• Call to order 7:07 PM
• ARC Report
  
  • Agreement to begin inspections two weeks early to avoid tree covering roofs.
  • Paint discussion
    • ARC will present progress report at Annual Meeting.
    • Board/ARC will announce final policy no later than 4/30/10.
    • Board member will create/handle spreadsheet to track house colors/new color election.
    • ARC will review violation form and propose edits/additions to the Board.
    • ARC will choose replacement siding color with a vendor (one color for all houses).
• Discussion
  • Landscaping
    • Management will meet with Scott of Bartlett to discuss overall pruning issues.
    • License issue with Dominion resident – Management will follow up with RBD regarding a notice saying: no further landscaping allowed, land belongs to Marshall Heights.
  • Speed humps on HOA Dominion Way – Management will send another reminder; current count of survey is 4 for/4 against. Will send update to alternate email list that we are handling issue with residents of Dominion Way.
  • Management will follow up with County on HOA proposal for speed humps on State Dominion Way.
  • Valley Crest proposals approved: flowers $351, small tree behind 7740 MHC $612.75, storm debris cleanup $961. All approved.
  • Entrance landscaping projects – motion to approve proposal for continuing main entry landscaping in conjunction with owner of 7700 MHC ($3200 for HOA); passed.
• Annual meeting: 4/7/10; standard agenda; Management will include flyer with key updates.
• member will draft language on new email list; Management will include in flyer and email current list with instructions.
• Retaining Wall Replacement: GJB has finalized permit and sent to the County.
• Fairfax County Leash/Poop laws – do we want to post? Discussion, no decision.
• Next meeting: To be determined after annual meeting (potentially with new board members).
• Cleanup Day: April 24th and 25th; Management will include in flyer, asking all homes to provide one adult to assist for 30 minutes (children welcome).
• Adjourned 9:10

January 13, 2010 (Board Meeting)

• Call to order 7:05 PM
• Four homeowners hearings considered
• ARC Report
  • Snow discussion
  • ARC will join Board meeting in March to discuss
• Snow Removal
  • Do we take any action against Emery since their inaction resulted in increased costs for the association?
  • Blue Sky considered (recommended from other ProCam communities).
  • Board agrees that Emery and Valley Crest are both out since we have had problems with both historically.
  • Motion to go with Blue Sky; seconded; passed.
  • Emery: Management will send letter indicating that we will not pay the invoice of $1,424.00 since their non-performance caused the HOA to incur an approximate $5,000 that it otherwise would not have incurred.
• Proposal for audit and tax preparation – motion to approve; seconded; passed.
• Retaining Wall
  • Motion to ratify GJB invoice; seconded; passed.
  • Contractor ready to obtain permit and begin early March.
• Tree Removal
  • Motion to ratify tree removal at 7730; seconded; passed.
• Annual Meeting
  • Tentatively set at 4/7
• Executive Session
• Next Meeting 3/10/2010, 7738 Marshall Heights Ct., 7:00
• Meeting  adjourned 9:15