Board Meeting Highlights - 2011

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.

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November 16, 2011

Call to Order (7:07)

Quorum count (Yes/Amery, Amin, Martha, Julie, Kasanda)

Approval of Minutes, Motion to approve, seconded

ARC Report

• Group paint project update – all going well; requests still coming in.
• Board will ask ARC to inspect recently painted homes to make timely notice of any problems; Julie will note two current problems.
• Board recommendation for ARC: Approve attic fan requests provided they are of typical size , including solar powered fans. ARC request still provided.
• Owner request for Board review: Requests door hardware be grandfathered to time of sale; Board agrees with ARC; violation stands. Fix by spring inspection.

Items for Major Discussion

• 2012 Budget
• Clarify Note #6: Budget includes the new 11 units (CarrHomes)
• CarrHomes is already paying monthly dues for new homes
• Official CPI is 4.3%, but Board is proposing a 2.0% increase due to economy
• Motion to approve a 2.0% increase; seconded
• Motion to approve budget with modification to 2.0%; seconded

Meeting adjourned (8:57)

September 21, 2011 (Board Meeting)

Call to Order (7:03)

Quorum Count (yes)

In attendance: Martha, Amery, Amin, Julie, Kasanda (ProCAM)

Approval of Minutes (Motion to pass, seconded)

Items for Major Discussion

• High School issues: Continue to monitor; problems are not any worse (as of yet) than in previous years.
• Drainage issue (homeowners on DHC and HGC): Proposals need to recognize that trees in drainage area are at least part of problem. Motion to approve drainage study; seconded.
• Fence replacement: Motion to approve Custom Fence & Repair, Inc. bid for $650.00; seconded.
• Retaining wall: Motion to ratify Board decisions on retaining wall, landscape improvements, and tot lot improvements.
• Patrol service – table for now.
• Davey Proposal on landscaping areas identified in walk-through
• Area 1 – affects owner; need to see if tree removal can be done cheaper.
• Area 2 – “island” on DW;
• Area 3 – “example area” on DD, in empty area
• Area 4 – Route 7 entrance – matching Dominion
• Area 5 – clearing nearing Tysons Glenn
• Motion to approve areas 2, 3, and 5 not to exceed $9,000; seconded.

Management Report

• Financials: Still running in the black
• Draft budget ready; waiting for CPI to be published
• Discussion on delinquencies

Community Clean-up

• October 8th (Saturday only)

Next Meeting

• November 16, 7738 Marshall Heights Ct., 7:00

Motion to adjourn; seconded (8:49)

July 20, 2011 (Board Meeting)

Call to Order (7:05)

Present: Amin, Julie, Amery, Martha, Kasanda

ARC Violations

Dominion Heights Ct

• Issue #1: grandfathered until time of sale or replacement

Marshall Heights Ct.

• Issue #1: Hardware time of sale or replacement; wall sconce approved, with note that upon re-inspection we see paint issues that will not pass next inspection.
• Issue #2: Siding replacement extension approved until September 1.
• Issue #3: Violation of leaning fence stands, however since neighbor did not receive same violation, a notice will be sent and the non-compliance date is reset to time neighbor receives notice.
• Issue #4: Approval of waiver of late fee for assessments as proof that check was lost and owner has now paid.

Retaining wall discussion: board asked Kasanda to send notice of Termination and find new contractor.

Approval of Minutes (motion to approve, passed)

Discussion on tree issues: homeowner asked about trees near their property.  It was determined 1 is a weed and can be removed.  Also, offer stands to remove 5 leaning trees, board agrees to have them removed.  Finally board commits to discuss community-wide landscaping plans at next meeting.

Approve new language for storage lids.

Approval of striping/sealing proposal, but work should not begin until CARR development extends drainage lines to the new development.

Approval of mailbox painting.

Approval of new board member.

Next meeting: 9/14/11, 7738 MHC

Items for next agenda: Landscaping, retaining wall

Meeting adjourned (8:40)

March 15, 2011 (Board Meeting)

Call to Order (7:31)

Quorum Count – Yes ( Amin, Sonny, Amery, Kasanda)

Approval of January 19, 2011 Minutes (motion to approve, passed)

Carr Homes

Policy resolution number 01-11 designating the MHHA Board President as the signatory on the Carr Homes annexation – Amery motioned to approve – the motion was seconded by Sonny and the resolution was approved and passed.

Policy resolution number 02-11 confirming the annexation of the Carr Homes – Amery motioned to approve – the motion was seconded by Sonny and the resolution was approved and passed.

Valley Crest Proposal

Proposal number 59518 for parking lot and sand cleaning – motion to approve; passed

Annual Meeting Date

The date has been tentatively set for April 20, 2011.  Kasanda will check with the school to see if a room can be reserved for that date.

Retaining Wall Replacement

Mr. Greg Budnik from Community Association Engineering provided an update on the retaining wall project.  Also in attendance was Ms. Jill Jennings who owns the town home next to the retaining wall.  Mr. Budnik presented three options and associated costs for Board consideration. 

ARC Issues

Demonstrated the ARC database he has established.   Ed is currently looking for someone to host the database.

Open items on the ARC Feedback Log were discussed:  Extensions were granted to two of the units and Sonny will check to see if the violations were corrected on the remaining four units.

Meeting adjourned (9:15)

February 14, 2011 (Special Board Meeting - Annexation)

Purpose of Meeting: To validate the proxies received for the purpose of annexation

Call to Order (8:35)

Quorum Determination (Yes: Barber/Fatah/Nielsen)

Motion to validate the proxy certification submitted by Kasanda Chisambisha of ProCam; seconded. The final proxy total was 121 in favor, 9 not in favor.

The new Carrhomes development will be annexed by the Marshall Heights Homeowners’ Association.

Next Meeting:

• Final traffic calming meeting with county/state representatives present, followed by regular Board meeting
• Board will ask Kasanda to obtain a room at the school or library.

Meeting Adjourned 9:05

January 19, 2011 (Board Meeting)

Call to Order (7:08)

Present: Amin, Sonny, Julie, Kasanda

Approval of Minutes (motion to approve, passed)

ARC Violations

Dominion Heights Ct

• Issue #1: All violations fixed except post; requesting extension; Board approved extension to 3/1/11.
• Issue #2: Roof/trim violation; Board approved extension to 3/30/11.

Discussion Point: Invite John and Ed to next meeting to discuss the violation database and long term management and access.

Dominion Way

• Corrected – no other issues

(Break for visiting residents - MHC)
Owners have concerns about five pine trees behind their home. Whose property they are on (Dominion vs. Marshall Heights) is in dispute. Owner in Dominion is agreeing to split cost with Marshall Heights. Board agreed to do this based on the low cost to have five dying trees removed, provided that affected owners do not disagree. Kasanda will send letter to residents and notify requesting owners.

Hutchison Grove Ct.

• Issue #1: Broken brackets on downspout; assessment stands.
• Issue #2: Door knocker doesn’t match handle hardware; assessment stands.
• Issue #3: Wrong color for street, under old paint scheme; require repainting under new paint guidelines. No assessment. Paint by 4/30/11.
• Issue #4: ARC clarified which light fixture needs to be replaced; no Board action required.
• Issue #5: Sonny will visit home and confirm what was fixed. Multiple items.
• Issue #6: Requesting extension to repair hole in roof. Delay assessment. Repair by 3/31/11.
• Issue #7: Multiple issues. Deadlines stand. Assessment not delayed.
• Issue #8: Multiple issues. Deadlines stand. Assessment not delayed.

Marshall Heights Ct.

• Issue #9: Kasanda will verify what original write-up was – unclear if new issue.
• Issue #10: Door hardware fixed; no issue.
• Issue #11: Door hardware; extension to 2/28/11 since there has been one replacement and owner is working with HOA.
• Issue #12: masonry damage; fix by 4/30/11; no assessment.
• Issue #13: Multiple issues; fixture on order; deadline to 3/31/11; delay assessment.
• Issue #14: Broken slat in fence; remove violation; Kasanda will note in response that fence is due for replacement.
• Issue #15: Shutters – approve painting shutters only; provided paint color (old color).
• Issue #16: Window grid; Board will approve but notify owner of need to follow ARC rules in future. Rear fixture – violation stands; assessment stands.
• Issue #17: Issues revisited; not corrected; assessment stands.
• Issue #18: Grids repaired; lamp not replaced; fence partially repaired; remaining violations stand; assessment stands.
• Issue #19: Roof issue; ARC said to remove violation, but there is damage; Kasanda will note roof damage in letter.
• Issue #20: Shingles, damaged roof/trim, torn slats; shingles fixed; other violations stand; assessment stands.
• Issue #21: Owners says corrections made; ARC says screen/grids not fixed; violation and assessment stand.
• Issue #22: Garbage in front of home; railing/paint issues; violations removed.
• Issue #23: Rear grid window issues grandfathered; shoes removed; violation removed.
• Issue #24: Paint issue; owner must paint via the new procedures; Board determined tree parts are not an issue; no assessment.
• Issue #25: Door knocker doesn’t match; rear light fixture; fix by 2/28/11; delay assessment.
• Issue #26: Multiple violations; violations stand – no action; assessment.

Paint document review: Call special Board meeting: Wed 2/2/11

Discussion on attractiveness of “adobe cream” as the siding color; general agreement that it was a mistake; Motion to change siding color to platinum gray; Motion passed. Request that webmaster update siding color on site.

Next meeting: 3/9/11, 7738 MHC

Items for next agenda: Julie will bring house number plaque samples

Meeting adjourned (9:15)